Medical Health Records
Frequently Asked Questions
To request a hard copy of your medical records/reports, please sign a release of information form to obtain hard copies. You may also access medical records after March 1, 2020 from the Patient Portal.
The patient (if over 18 years of age) must sign the authorization unless he/she has a court appointed guardian. If the patient is a minor, a parent must sign the authorization. Authorization must be signed, dated, have dates of service being requested, and state what copies are being requested. Authorization is only good for six months beyond the signature date for the date of service stated on the form.
PHI can be released without your authorization to other health care providers for treatment of yourself, to your insurance company in payment of your bill to Brookings Health System, or internally for health care operations (internal audits, quality assurance program., peer review, etc.). All other releases of PHI must have your signed authorization before the information can be released.
If there is someone specifically you do not want to see your PHI, you must send a written request to the medical health information department.
No. You must specifically give authorization before sensitive PHI will be released to anyone but a physician who is caring for you at the time. (Fill out the special section on the authorization form). If this area is not filled out, no sensitive PHI will be released.
Time length depends upon at what stage of completion your records are in. Before we release any PHI on you, we require the physician (or physician assistant, where applicable) to have seen and signed off on your information. This could take from seven to 30 or more days. We will only release the unsigned PHI to another physician for continuing treatment.
Hard copies of PHI are typically complimentary for patients who request information, except in extreme cases where numerous documents are requested. Completely free, 24-7 access to PHI is available through the Patient Portal. Patients are never charged if their PHI is sent directly to another physician for continuing treatment.
Brookings Health System does not have a copy of your birth certificate on file. Birth certificates are filed electronically, directly with the State of South Dakota. You can contact any Register of Deeds Office in the State of South Dakota to obtain a copy of your birth certificate.
Brookings Health System does not have a copy of your immunization record. Your physician's clinic maintains immunization records. We would be able to tell you if you received a certain injection or medication while a patient at our facility, but will not be able to give you your complete immunization record.
Blood type tests are not routinely performed. Physicians typically order blood typing when a patient requires a blood transfusion or anticipates a patient may need a blood transfusion. We would only be able to tell you your blood type if a physician has ordered the test while you were a patient of Brookings Health System.