How to Request a Copy of Your Medical Records
Valley Hope is committed to protecting your privacy and ensuring you have timely access to your medical records, as provided by the Health Insurance Portability and Accountability Act (HIPAA).
Your Right to Access Records (HIPAA Notice)
Under HIPAA, you have the right to inspect and obtain a copy of your protected health information (PHI) maintained by Valley Hope, with limited exceptions. This right applies to both current and former patients.
Getting a Copy of Your Records
You may request a copy of your medical records in either paper or electronic format. If the format you request cannot be readily produced, Valley Hope will provide your records in a readable paper format or another format mutually agreed upon by you and Valley Hope, as permitted by HIPAA.
Records may be:
• Sent by mail, fax, or secure email, or
• Picked up in person
Inspecting Your Records
If you prefer to review your records without receiving a copy, you may request to inspect them. Valley Hope will arrange a reasonable time and place for you to inspect your records, in accordance with HIPAA requirements.
How to Make a Request
To request access to your medical records or to schedule a time to inspect them, please contact the Valley Hope facility where you or a loved one received services. Facility staff will assist you with the required authorization or request process.
If the facility where services were received is no longer operational, please contact the Valley Hope Compliance Department:
Valley Hope Compliance Department
103 S. Wabash / PO Box 510
Norton, KS 67654
Phone: 785-877-5111
Email: [email protected]
Fax: 785-538-5174
Timeline for Requests
In accordance with HIPAA, Valley Hope will respond to requests for access to medical records:
• Within 30 days of receiving your request (unless state regulations require a shorter timeframe) or
• Within 60 days if records are maintained off-site or if a one-time extension is necessary
If an extension is needed, you will be notified in writing of the reason for the delay and the expected completion date.
Fees
HIPAA permits healthcare providers to charge a reasonable, cost-based fee for copies of medical records. Any applicable fees will be communicated to you in advance.
Record Availability
If your records have been destroyed in accordance with Valley Hope’s record retention policies and applicable law, you will be notified.
Questions or Concerns
If you have questions about accessing your medical records or believe your rights have not been honored, please contact the Valley Hope Compliance Department using the information above.