Medical Records

Medical Records: Frequently Asked Questions

Question: How can I obtain copies or review my medical record?

Answer:

Latest update 3/18/20

Effective March 18, the Medical Records / Health Information Management department will be closed temporarily. During this time medical records can be accessed through the Patient Portal or requests can be made through secured or regular email, or by fax. For additional information, please contact us at 818.902.2939 or email us via our Contact Us page. We are open Monday-Friday, 8 AM - 4:30 PM. Closed on major holidays.

To obtain health information, a signed Authorization to Release Protected Health Information request is required. Click here to download the authorization in English. Click here to download the authorization in Spanish. Complete and sign the authorization request. Email, mail or fax the completed request to Valley Presbyterian Hospital's Health Information Management Department (Medical Records). Click here for a Guide to Obtaining Your Medical Records which includes step-by-step instructions, our address and fax number.

Question: What does the information in my medical record mean?

Answer: You should always discuss your health information with your doctor. They can help you understand entries and interpret the information in your medical record.

Question: If I disagree with the information in my medical record, what should I do?

Answer:

1. Download and print the Request to Amend Protected Health request below.

  • Click here to download the Request to Amend Protected Health Information (PHI) in English
  • Click here to download the Request to Amend Protected Health Information (PHI) in Spanish

2. Complete and sign the request.

3. Email, fax or mail the completed request to the address or fax number below.

Please note: Unsigned and/or incomplete requests cannot be processed.

Contact Information

Health Information Management Department (Medical Records)
Attention: Release of Information
Hours of Operation: Monday-Friday, 8 AM - 4:30 PM
Address:
15107 Vanowen Street
Van Nuys, CA 91405
Phone Number: 818.902.2939
Fax Number: 818.781.0429

Question: Who is legally authorized to obtain copies of my medical records?

Answer: Adult patients can request copies of their own medical records. A parent or legal guardian may ask for copies of their minor child's medical records. An individual with a legal power of attorney can request copies of a patient who has granted them the legal power of attorney (for example, wife, husband or partner, or a disabled adult). The deceased patient's next of kin may ask for copies of their medical records.

Question: Can my doctor, who is outside of Valley Presbyterian Hospital, request my records?

Answer: Yes, your doctor can fax a request for medical records on their office letterhead. We ask for two patient identifiers (date of birth, full name) in order to establish physician/patient relationship.

Question: How long does it take to receive my requested information?

Answer: Requests are processed within 15 days of receipt. However, we will do our best to complete your request as soon as possible.

Question: Who can pick up my medical record copies?

Answer: Effective March 18, the Medical Records / Health Information Management department will be closed temporarily. During this time medical records can be accessed through the Patient Portal or requests can be made through secured or regular email, and by fax. For additional information, visit our Medical Records page. You may also contact us at 818.902.2939 or email us via our Contact Us page.

Question: What is the charge for copies of my medical records?

Answer: There is a reasonable, cost-based charge for personal copies of medical records exceeding 15 pages. You will receive an invoice by email, fax or mail for the amount of copies that exceeds 15 pages. There is no charge if your records are being sent directly to another health care provider.

Question: Do you accept credit/debit cards?

Answer: Yes. We accept credit/debit cards and cash. We do not accept checks.

Question: My child's school needs a copy of immunization records. How do I request that?

Answer: We will only have the record of the first shot your child received. To request the record of your child's first shot, a signed Authorization to Release Protected Information request is required. Click here to download the authorization in English. Click here to download the authorization in Spanish.

Complete and sign the authorization request. Email, mail or fax the completed request to Valley Presbyterian Hospital's Health Information Department (Medical Records). Your child's pediatrician should have a record of all immunizations. Please contact your child's pediatrician.

Question: How long are medical records kept?

Answer: Medical records for adult patients are kept for 15 years from the discharge date or treatment date. The medical records for minor patients (18 years or younger at the time of treatment) are kept for 25 years.

Question: What if the patient is deceased?

Answer: The authorization must be signed by the appointed personal representative. Also, we recommend that you contact our Health Information Department (Medical Records) for additional information.

Question: Can I get my medical records on CD?

Answer: Yes, you can receive your medical records on CD.

Question: Can I get a CD of my radiology/imaging studies?

Answer: Yes, you can receive your radiology/imaging studies on a CD.

Question: Can I request a copy of a Death Certificate?

Answer:

Effective March 16, 2020 requests for Death Certificates are available through the Office of Vital Records by mail only. No in-person death certificate will be issued until further notice. Please visit the website link below for fees and forms that are needed for your request. Contact the Los Angeles County Registrar-Recorder/ County Clerk for additional information.

DPH Vital Records Office
Attn: Death Section
313 North Figueroa St, Rm Lobby-1
Los Angeles, CA 90012

Phone: (213) 288-7812 or (800) 201-8999
Website: www.publichealth.lacounty.gov/dca/dcadeath.htm

Hours: Monday-Friday, 8:30 AM - 4:30 PM
Death certificate payments can be made by check or money order only.