How to Get Your Medical Records from Hennepin County Medical Center (HCMC)

Getting your HCMC records is straightforward when you follow the right path. This guide explains each option step by step—from using MyChart to submitting an Authorization to Release Health Information through the Health Information Management Department—so you can stay aligned with HIPAA compliance and patient privacy regulations at every stage.

Access Medical Records Through MyChart

What you can do in MyChart

MyChart is the fastest way to view common items without a formal request. You can typically see lab results, imaging reports, visit summaries, medications, allergies, immunizations, and messages from your care team. Because of patient privacy regulations, certain sensitive documents or clinician notes may be limited or delayed in the portal.

Download or share your information

• Sign in to MyChart and open the Health or Medical Records/Document Center section.
• Select the record type (e.g., test results, visit summaries) you want to save.
• Use Download, Print, or Share My Record to generate a PDF or electronic summary (CCD).
• Store files securely and share only with trusted recipients to maintain HIPAA compliance.

When to use a formal request instead

If you need a complete chart, records for legal purposes, images on CD, or to send records to a third party, use the Medical Records Release Process through HCMC’s Health Information Management Department. You will complete an Authorization to Release Health Information so the team can verify your identity and release only what you authorize.

Complete Authorization to Release Health Information Form

What the form does

The Medical Records Request Form—often titled Authorization to Release Health Information—lets you specify exactly which records HCMC may disclose, to whom, and how. This protects your privacy while ensuring the right data reaches the right recipient.

How to fill it out accurately

• Patient details: full name, date of birth, contact info, and any prior names used at HCMC.
• Recipient: yourself or a third party (another provider, attorney, employer, insurer).
• Scope: date range of care and specific items (e.g., lab results, visit notes, imaging, immunizations). Request only what you need under the “minimum necessary” standard.
• Sensitive categories: behavioral health, substance use disorder, HIV/AIDS, genetic testing, or reproductive health may require explicit consent; initial or check boxes where indicated.
• Format and delivery: electronic (encrypted email/portal), paper, or CD/DVD; choose one to speed processing.
• Purpose and expiration: state why the records are needed and set an expiration date if requested.
• Signature: sign and date; if you are a parent/guardian or hold medical power of attorney, note your relationship and include supporting documentation.

Identity Verification for Records Release

• Include a copy of a valid government-issued photo ID.
• For representatives, add proof of authority (e.g., guardianship, health care power of attorney) and your photo ID.
• Ensure signatures match your ID to avoid delays.

Accurate completion helps the Health Information Management Department process your request quickly while maintaining HIPAA compliance.

Submit Medical Records Request by Fax or Mail

Prepare your packet

• Completed Authorization to Release Health Information (Medical Records Request Form).
• Clear copy of your photo ID and any legal documents for representative requests.
• Cover page noting your contact details, preferred delivery method, and deadline (if any).

Where to send it

Submit your request to HCMC’s Health Information Management Department by fax or mail using the contact information listed on the form. Always confirm the correct number or address printed on the form to prevent misdelivery.

Best practices for smooth processing

• For fax: send in a single transmission, use a legible cover sheet, and keep the confirmation page.
• For mail: use a trackable service and keep a copy of everything you send.
• Request electronic delivery when possible; it’s typically faster and cost-effective.
• If records are needed for an upcoming appointment, note “continuity of care” to help prioritize.

Schedule In-Person Pickup Appointment

Book your pickup

Some requests can be fulfilled via in-person pickup. Contact the Health Information Management Department to schedule an appointment and confirm what to bring and where to go. Ask about hours, parking, and accepted payment methods if fees apply.

What to bring

• Government-issued photo ID for identity verification for records release.
• Payment if there are copy or media fees.
• If someone else is picking up for you: a signed Authorization to Release Health Information naming them, their photo ID, and any required legal documents.

At pickup, staff will verify your identity, confirm the authorized scope, and provide records in your chosen format while adhering to patient privacy regulations.

Understand Processing Time and Fees

Typical timelines

MyChart items are usually available quickly. Formal requests handled by the Health Information Management Department commonly take several business days, depending on volume and complexity. Under the HIPAA Right of Access, a provider generally must act on your request within 30 days, with one allowable 30‑day extension when necessary and communicated in writing.

Fees you may encounter

• Portal access: viewing or downloading through MyChart is typically free.
• Patient-directed copies: reasonable, cost-based fees may apply for labor, supplies (paper, CD), and postage.
• Third-party requests: fees can differ based on state rules and request type; ask for an estimate.

How to avoid delays and minimize costs

• Request electronic delivery and a specific date range rather than “entire record.”
• Indicate “continuity of care” for upcoming appointments to help prioritize your request.
• Verify your identity documents and signatures match your form.
• Ask for an itemized invoice that reflects HIPAA-compliant, cost-based charges only.

Conclusion

To get your medical records from Hennepin County Medical Center (HCMC), start with MyChart for quick self-service. For anything more, complete the Authorization to Release Health Information and submit it to the Health Information Management Department by fax, mail, or in person. Clear scope, correct IDs, and an electronic format request help you receive the right records faster and at the lowest reasonable cost.

FAQs

How can I access my HCMC medical records online?

Use MyChart to view and download common items like test results, visit summaries, imaging reports, and immunizations. For documents not shown in the portal or to share records with a third party, submit an Authorization to Release Health Information through the Health Information Management Department.

What steps are required to submit a medical records request?

Complete the Medical Records Request Form (Authorization to Release Health Information), specify the date range and items you need, choose a delivery format, sign and date the form, add required IDs or legal documents, and send everything to the Health Information Management Department by fax, mail, or arrange in-person pickup.

Are there any fees associated with obtaining my medical records?

MyChart downloads are typically free. For formal requests, HIPAA allows reasonable, cost-based fees that cover labor, supplies (paper or CD), and postage. Third-party requests may have different fee structures; request an estimate before processing.

How long does it take to process a medical records request at HCMC?

Portal access is usually immediate for available items. Formal requests generally take several business days depending on volume and complexity. Under HIPAA, HCMC must act within 30 days and may use one written 30‑day extension when necessary.