YOUR HEALTHCARE INFORMATION

Whenever you visit a hospital, physician or another healthcare provider a medical a record of your visit is generated. When a healthcare professional assists you, he or she will document the services offered by means of progress notes. These notes will include reason for visit, results of diagnostic tests performed, and plans for future care. Although this record is property of the institution that compiles the information, you can review it and obtain a copy for a reasonable fee. Once the copy is acquired it can be used to begin creating your personal health record.

CUSTODY OF THE RECORD

Once the time established has expired and the patient has not been in active treatment or follow up for five years, the hospital will keep those documents required by law for five additional years and may discard the remainder of clinical record. This does not apply to patients 21 years of age or younger. It is advisable that in those cases when the patient does not receive services in the emergency room or hospital care in a five-year period and wishes to keep his o her health record, to request a copy of those documents mandated by law from the institution.

COPY REQUEST OF CLINICAL FILES

In order to request a copy of your clinical record, contact the Information Management Department. Ask for an Authorization for Sharing of Information form, in which the information you wish to obtain will be specified. This process has a fee for document reproduction services and is recommended that you inquire about the cost in advance as you submit your request form. You can save money by asking for the most recent information, instead of a complete copy of the record or by asking for specific information within a period of the admission or specific event.

Request of Clinical Files (.pdf format)

Request of Clinical Files (.doc format)

TIME TO PROCESS COPY REQUESTS

If the request for information is for continuity of treatment, it will be processed within five to ten (5-10) days. The following documents will be needed for this purpose:
Discharge Summary
Surgery Reports
Pathology Reports
Consultations
Most Recent Medical and Physical History
Results of Laboratories and Special Studies

REQUESTS

It is recommended that you indicate if you will use an alternative method or entrust a person to pick up the information requested. If the patient wishes some alternative method to the ones established by the institution for receiving protected healthcare information, the person will have to pay for the service in advance, accordingly. If the applicant is not the patient, we will require a written authorization from the patient and photo identification from the person picking up the documents.

ABOUT OUR DEPARTMENT

Our intention is to offer you prompt and attentive service. If you feel that the services offered have not fulfilled your expectations, we would be pleased for you to let us know. Please call 787-721-2160 extension 6514, 6509 or talk directly in person with the Director or Manager of the Information Management Department.

Office Hours:

Monday, Tuesday, Thursday and Friday from
8:00 a.m. to 12:00 noon and from 1:00 p.m. to 3:00 p.m.

Wednesday (closed to the public).