Patient Information
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Release of Information
Moving? Need your child's immunization records for school? If you need to transfer or request copies of your medical record, follow the instructions below. If you have additional questions, call MeritCare Release of Information at (701) 234-2366 or toll free (800) 437-4010 ext. 2366.
How do I transfer or request copies of my medical record?
To release medical records we need a completed authorization form
. You must be 18 years of age or the parent or legal guardian of a minor. Follow these instructions to ensure smooth processing of your request:
- Download and print this authorization form
- Fill out the form as completely as you can.
- Be sure to include the both the name and address that you would like your records released to.
- Be as specific as you can about the information that you'd like released (e.g. specific dates of service, specific treatment, just immunizations, etc.)
- Please mail your authorization to the appropriate MeritCare location. See below for details.
- In some cases there will be a charge for copies of your medical records. If there is a charge, you will be sent a payment letter. Your request will be processed once that payment has been received.
Where should I send my release of information authorization?
If you are requesting Release of Information from any Fargo-Moorhead-West Fargo MeritCare locations mail to:
- Release of Information
MeritCare Health System
P.O. Box MC
Fargo, ND 58122-0007
- For all other MeritCare locations, please return your Release of Information form directly to the clinic c/o Release of Information. See a list of MeritCare locations.
Frequently Asked Questions
Read below for answers to the most frequently asked release of information questions. If you have additional questions, call MeritCare Release of Information at (701) 234-2366 or toll free (800) 437-4010 ext. 2366.
- Can a patient review and/or receive copies of their own medical record? Under normal circumstances patients shall have a reasonable right to access their own medical records. A written request needs to be filed with Health Information Management — Release of Information. All viewing of medical records takes place, by appointment, in the Release of Information department. All requests by the patient for copies of medical records shall be received in writing and the patient needs to be responsible for any duplication costs. To request a copy of your medical records, follow the instructions above.
- How long are medical records kept? Medical records for adult patients will be preserved until at least the fifteenth anniversary of the date on which the patient was last treated at any MeritCare Health System facility.
- Who is authorized to sign for release of medical records? The authorization must be signed by the patient, a parent of the patient (if the patient is a minor), or the patient's legally empowered representative.
- Who is authorized to sign for release of medical records if the patient is deceased? If a patient is deceased, the authorization must be signed by the appointed personal representative, if any. Otherwise, the surviving spouse, if any; an adult child, if any; a parent, or responsible next of kin may authorize release of records.
- Is there a charge to request copies of medical records? There is a $20 minimum charge for personal copies of medical records as well as copies sent to law firms and insurance companies. The charge is based on the number of pages requested and is charged according to North Dakota and Minnesota statutes. There is no charge if your records are being sent directly to another healthcare provider.
- Is there a charge to request copies of X-ray films? Yes. There is a charge of $5.00 per film for copies of X-ray films.
- How long does it take to receive requested information? There is a minimum time period of 48 hours required from the time we receive the written request/authorization.
- When you send records to another facility do you send copies or the original? Will there still be information at MeritCare if I return as a patient? The medical record itself is a legal document and the property of MeritCare Health System. Therefore, the original medical record stays at MeritCare and copies are sent to the other facility.
- Can my doctor, who is outside of MeritCare Health System, just request my records? No, we need your written authorization to send information.
- Who can pick up medical records? If someone other than the patient will be picking up copies of medical records, please let us know in advance. The person picking up the medical records must bring written authorization from the patient. ID is required for all pickups.