Medical Records

Always in Pursuit of a Better Patient Experience

As part of our ongoing effort to improve world-class, compassionate care for you and your family, Northwestern Medicine is improving our electronic health record systems. That means that the specialist you see in Chicago, for instance, can securely view the same information about you as your primary care physician can the suburbs. When our physicians, pharmacists, nurses and specialists are connected to the same electronic health record system, they can make more informed decisions that can lead to better health outcomes.

We began the technology upgrade process on January 27 in our west suburban facilities, and on March 3 in our Chicago and north suburban facilities. Please note that we may need more time to verify your information during this important transition. In addition, your NM MyChart account and data may still be in the process of being transferred to the new system. As a result, all of your prior information might not yet be visible. Once the information transfer is complete, you will be able to see your results as you have before. Please note that MyChart provides access to portions of your medical records regarding visits to participating NM facilities. Available MyChart features may vary by location.

Thank you for your understanding.

Patient Benefits

Patients will experience a more efficient scheduling and registration process, enhanced access to health information via the NM MyChart patient portal, and safer, more coordinated care. Rest assured we do not share your information with healthcare organizations outside Northwestern Medicine without your consent. The new system will also enable:

• Easier appointment scheduling and bill paying
• The ability to pre-register for appointments
• The ability to update current medications and allergies
• Improved safety due to system alerts for medication interactions
• Enhanced privacy and security of medical data
• Improved communications with care teams via NM MyChart

Frequently Asked Questions

What is an electronic health record?
An electronic health record system is technology that healthcare providers use to access and update a patient’s medical and health information. A patient’s medical record resides in this system and includes demographic information, vital signs, medications, medical history, immunizations, lab results, radiology reports and more.

What’s the difference between an electronic health record and electronic medical record?

• An electronic medical record is the electronic version of a paper chart that is shared within a single facility, such as a doctor’s office or a clinic.
• An electronic health record is the system that enables the secure sharing of the electronic medical record among multiple healthcare facilities and physicians.

Why is Northwestern Medicine upgrading its electronic health record system? Northwestern Medicine continues to invest in the latest technology to provide world-class care. As we expand throughout Chicagoland, it’s important that all of our caregivers, regardless of location, have shared, real-time, secure access to your chart to help ensure your care is effective, coordinated and safe.

Who has access to medical records?
Primary care physicians, specialists, surgeons, pharmacists, and other medical staff can securely access a patient's health information to make better decisions. We do not share information with healthcare organizations outside Northwestern Medicine without patient consent.

Request Medical Records

The Health Information Management department can assist you with obtaining copies of your medical records from our facilities. Typical processing time to respond to medical record requests is 7 to 10 business days, depending on the availability of the medical record.

How to Obtain Copies of Your Records

• Download and complete all fields on the Northwestern Medicine Authorization for Release of Medical Information form found here
  • Include your name and date of birth
  • Identify the facility where records are being requested
  • If you have an upcoming appointment, please specify the date the records are needed
  • Sign and date the form
• Submit the completed authorization via e-mail, fax, U.S. mail, or in-person delivery
  • E-mail, scan and attach the signed authorization and send it to: releaseofinformation@nm.org
  • Fax the authorization to 312-926-3093
  • Mail the completed authorization form to:
    Northwestern Medicine
    Attn: Medical Records
    25 N Winfield Road
    Winfield, IL 60190
  • Processing of your request will be delayed if not addressed as outlined above
• Visit or call the Medical Record department at any one of our seven hospitals to complete the form and in most cases, pick up your records at the same time. Please present a photo ID at the time of pick up. Our hours are 8:00 am to 4:30 pm Monday through Friday at all locations except:
  • Northwestern Memorial Hospital (NMH)
    • Monday – Friday 8:00 am to 6:00 pm
    • NMH Medical Record Department – Customer Service
    • Galter Pavilion, 251 East Huron, Room 2-158 (near escalators and the Dental Center)

Forms
Authorization for Release of Medical Information Form
Authorized Relative Certification form
NM MyChart Adult Proxy Request Form
NM MyChart Adolescent Proxy Request Form
NM MyChart Minor Proxy Request Form

Method of Delivery
To protect the privacy and security of your medical records we utilize fax only when providing records to other healthcare facilities for continued medical care. All other record requests will be provided to patients via MyChart, e-mail, or paper format. Paper records can be picked up at any of our seven hospital locations in our Medical Record/Health Information Management department.

Resources
The Office of National Coordinator’s The Guide to Getting & Using Your Health Records

Contact Us
If you need assistance obtaining an authorization form or have any further questions about release of your records please call 877.973.2673 (8779RECORD) and press option 2 to speak with a representative.

Request Radiology Images

How to Request Hospital Radiology Images

Radiology Images are available to you on a computer disc (CD). To obtain radiology images, please contact the facility where the images were performed.

Notice of Privacy Practices: Patient Rights

Amendment Request: Ask us to correct or amend your medical record

• You can ask us to correct health information about you that you think is incorrect or incomplete.
• We may say “no” to your request, but we will tell you why in writing, usually within 60 days of your request.

Patient Request for Amendment of Protected Health Information Form

Restriction Request: Ask us to limit what we use or share

• You can ask us not to use or share certain health information for treatment, payment, or our operations. We are not required to agree to these requests. For example, we may say “no” if it would affect your care.
• If you pay for a service or health care item out-of-pocket in full, you can ask us not to share that information for the purpose of payment or our operations with your health insurer. We will say “yes” unless a law requires us to share that information.

Patient Request for Restriction of Protected Health Information Form

Accounting of Disclosure: Obtain a list of those with whom we’ve shared your information

• You can ask us for a list (accounting) of the instances we have shared your health information for six years prior to the date you ask, with whom we shared it, and why.
• We will include all the disclosures except for those about treatment, payment, or health care operations, and certain other disclosures (such as any you asked us to make). We will provide one accounting per year for free but may charge a reasonable, cost-based fee if you ask for another one within 12 months.

Patient Request for Accounting of Disclosures Form

How to Complete and Submit Your Patient Privacy Right Request

• Download and complete all fields on the appropriate Northwestern Medicine form
• Submit the completed Amendment, Restriction or Accounting of Disclosure form via fax or e-mail
  • Attention: Health Information Management Patient Privacy Rights
  • Fax: 312.926.7686
  • E-Mail: nmh.privacy@nm.org

Contact Us
If you need further assistance regarding Patient Privacy Rights please call 312.472.6550 and press option 3 to speak with a representative.