Accessing your medical charts and understanding your privacy rights at a major academic health system shouldn't feel like navigating a maze. Whether you're transitioning care, checking lab results, or managing a family member's health information, knowing the exact steps saves time and prevents administrative delays.
Patients can obtain their health data through digital patient portals or formal record requests handled by Health Information Management. This guide details how to pull your records, protect your personal health information under HIPAA, and handle common roadblocks without unnecessary frustration.
Accessing Your Records Online Through the Patient Portal
The fastest way to view your health history is through the digital patient portal system. If you received care at Milton S. Hershey Medical Center or affiliated clinics, your primary online hub is My Penn State Health.
Through this portal, you can view test results, check clinical notes, review discharge instructions, and message your care team. Most routine diagnostic results appear in the portal automatically as soon as they're finalized.
To set up or access your account:
- Navigate to the official Penn State Health Patient Portal page.
- Click on the sign-up or activation link if you're a new user, or log in using your established credentials.
- Verify your identity using the prompts sent to your registered email or mobile phone number.
- Download or print specific visit summaries directly from your browser or mobile application.
Keep in mind that very sensitive records—such as specific behavioral health notes or specialized infectious disease data—may have viewing restrictions or require formal authorization staff review before appearing in your digital feed.
Submitting a Formal Medical Records Request
When you need complete historical records, imaging files, or documentation sent directly to a third party, the online portal won't always cover every historical document. For comprehensive files, you must submit a signed authorization form to the Health Information Services department.
You can download the Patient Authorization for Release of Medical Records form directly from the Penn State Health website. Forms are typically available in multiple languages, including English and Spanish.
Fill out the paperwork completely, ensuring you specify the exact date ranges and types of records required. Incomplete forms are a primary cause of processing delays and will often be mailed back to you for corrections. Mail or fax your completed form to the Health Information Management department corresponding to your specific facility. For Hershey Medical Center, requests go directly to the Hershey Health Information Services office.
Understanding Processing Costs
Federal and state regulations govern what healthcare institutions can charge for producing physical or digital copies of medical files.
If you request that your medical records be sent directly to another healthcare provider for ongoing medical treatment, Penn State Health typically processes and transmits these documents at no charge within seven to ten business days.
When you request records for personal use, legal matters, or insurance applications, standard copy and labor fees may apply based on page count or delivery format. These fees are structured per page, though the first few pages are often free. Contact the department directly at their main inquiry line if you need an exact estimate before submitting your paperwork.
Patient Privacy Rights and HIPAA Protections
Your medical data is protected under the Health Insurance Portability and Accountability Act (HIPAA), alongside strict state privacy policies. These laws dictate who can view your clinical information and how health systems must safeguard your electronic files.
Staff members at Hershey Medical Center only access patient charts when it is necessary for direct clinical treatment, billing operations, or approved healthcare administration. They don't casually review records, and your health status is never shared with outside parties without your explicit, written consent.
Requesting Confidential Communications
If you have specific privacy concerns during an inpatient stay or outpatient visit, you have legal avenues to manage your footprint:
- Confidential Admission: You can request a confidential admission if you do not want visitors or callers to know you are inside the hospital facility. Staff will inform callers that you are not a patient.
- Restriction of Protected Health Information (PHI): You have the right to request limitations on how your health information is used or shared for routine operations.
- Accounting of Disclosures: You can request a formal log showing instances where your health data was shared outside of standard treatment, payment, or administrative operations.
For privacy inquiries or to report potential compliance issues, you can contact the Office of Cybersecurity and Privacy directly by mail or through the main administrative phone numbers listed on the official Penn State Health Privacy Notice.
Common Mistakes to Avoid When Requesting Records
Navigating record requests smoothly requires avoiding administrative pitfalls that stall your timeline.
- Submitting unsigned forms: An authorization form without a valid signature or missing date will be rejected immediately. Always double-check that you've signed and dated the document.
- Vague date ranges: Writing "all records ever" can delay processing. Specify exact dates or specific clinic visits whenever possible to narrow down the search parameters for the Health Information Management team.
- Relying on unsecured email: Never send sensitive personal identifiers or completed medical authorization forms through standard, unencrypted email. Use secure portal messaging or postal mail/fax methods provided by the institution.
- Forgetting parental restrictions: If you are requesting records for a minor, note that state laws and age restrictions dictate when a minor must sign their own release forms, particularly regarding sensitive health services.
Frequently Asked Questions
Can I access my child's medical records through the portal?
Yes, parents or legal guardians can typically access a child's medical records through the patient portal up until the child reaches the age of majority, which is generally 18. Once a patient turns 18, proxy access usually ends unless the patient signs a specific authorization granting ongoing access.
How long does it take to get paper copies of my records?
Standard requests submitted via authorization forms are typically processed within 7 to 10 business days for provider transfers, while personal requests may take up to 30 days depending on volume and complexity. If your request is urgent for ongoing care, make sure to mark the time sensitivity on your paperwork.
Can I change or amend my medical record if I find an error?
Yes. Under HIPAA, you have the right to request an amendment if you believe your clinical notes or personal details are incorrect or incomplete. You must submit a written request to the Privacy Office explaining why you believe the file requires modification.
What happens to my records if the facility closes or transitions systems?
Academic medical centers maintain strict data retention schedules in compliance with state laws. Even during software upgrades or electronic health record migrations, historical patient charts are securely archived and remain accessible to you through formal request channels.
