Medical Records

Medical Records

We respect and treat your privacy seriously when handling confidential patient medical information. Our Notice of Privacy Practices (available in English, Spanish and Polish) describes how medical information about you may be used and disclosed, and how you can request access to your records.

If you have concerns regarding your privacy please contact our Privacy Officer at 860-827-4811 or at [email protected].
*Email is not a secured form of communication and may pose a risk for confidentiality

Requesting Medical Records

If you were treated at Hospital for Special Care you may request a copy of your medical records by sending a written request to the Health Information Management department (for your convenience, you may use the authorization for release of information form):

Fax:  860-827-4837
Email:  [email protected]
*Email is not a secured form of communication and may pose a risk for confidentiality

Mail to:  Release of Information – HIM Department
Hospital for Special Care
2150 Corbin Avenue
New Britain, CT 06053

Your records can be released to anyone you authorize in writing to receive such information. Your request must include the following:

  • Patient’s Full Name (including maiden name or other names that may be needed to locate the correct record)
  • Date of Birth
  • Dates of Service
  • Patient’s Current Address
  • Telephone Number where you can be reached with questions
  • Signature, Date and Printed Name of the patient or other authorized person making the request

If you have any additional questions please call us at 860-827-4811, Monday through Friday from 8:00 am – 4:00 pm

As of April 5, 2021, most documentation which includes completed provider notes, consults, procedure notes, physical therapy visits, nutrition notes related to your visits (clinic, physical therapy, and inpatient) will be available in your FollowMyHealth® portal. This is in response to the 21st Century Cures Act which ensures patients have timely access to their electronic medical records via the patient portal. You may see results or care findings before your healthcare provider has been able to review them, so please allow time for your healthcare provider to review the results. If you have a medical concern or question, please contact your healthcare provider directly. There are exceptions to what you may see (scanned documents, radiology, and some test results are not available in the portal at this time). If you need information that is not in the FollowMyHealth® portal, please contact the Health Information Management office directly at 860-827-4811.

Authorized Representatives

Authorizations signed by a representative of the patient must be verified. Please include a copy of one of the following documents indicating:

  • Legal guardianship or conservatorship
  • Healthcare Representative
  • Other Designation as Personal Representative Form to act on patients behalf with regard to personal information

Requests to Send Information to another Provider

Pertinent information is routinely released to other healthcare providers free of charge. Documents will be mailed or faxed directly to the physician or facility. Requests for emergency treatment will be accepted by phone from physicians and facilities treating the patient and faxed urgently.

Requesting an Amendment

If you identify incorrect information in your medical record, please submit a completed amend health information form. Please be sure to include your current address. If you have any additional questions please call us at 860-827-4811, Monday through Friday from 8:00 am – 4:00 pm.

Fees

There may be a fee charged for making copies of your records and related expenses for mailing and supplies.  If a fee is going to be charged, you will be informed in advance, and may receive an invoice from CIOX Health. (CIOX Health is a national vendor that processes requests for records on behalf of the Hospital for Special Care.)