How to Obtain Your Medical Records

City of Hope recognizes your right to access or obtain a copy of your medical record maintained by City of Hope. When you or your authorized representative or a third party (e.g., insurance company) requests medical records, we uphold strict guidelines adhering to state and federal privacy statutes when processing requests. Thank you in advance for your understanding.
 
 
How to obtain your medical records
City of Hope maintains records for two separate entities: City of Hope National Medical Center and City of Hope Medical Foundation.  

Each request for medical records is processed separately in direct response to the entity, location or physician specified in the request/authorization.  For example, a request for medical records directed to a City of Hope Medical Foundation clinic where the patient was seen will include the records maintained by that entity only.   Requests to ‘City of Hope’ will include records from both City of Hope National Medical Center and City of Hope Medical Foundation.
 
Requests for medical records are handled by the City of Hope Health Information Management Department Release of Information section at 626- 218-2446.

There are several ways for you or your authorized representatives to request and obtain copies of your medical records for personal use or to request City of Hope to release your medical records to a third party:
  • Walk-in requests can be submitted at
    • City of Hope Medical Center in Duarte, California, in the Medical Record Correspondence office located near lab registration, Office 6A;  
    • Community sites (requests will be routed to our centralized office as appropriate).
  • Phone - Requests may be initiated over the phone by calling 626-218-2446.
  • Mail

    Attn: Health Information Management Services
    City of Hope National Medical Center
    1500 East Duarte Road
    Duarte, CA 91010
     
  • Fax - 626-218-8443
  • Portal - You or your authorized representatives may request your medical records via the patient portal, MyCityofHope*.  For information on how to enroll for MyCityofHope portal, refer to the MyCityofHope FAQ page.

*With the patient portal, you or your authorized representative (also known as a designated proxy) can securely and conveniently request your records and they will be uploaded onto your portal account (or your designated proxy’s account).
 
Please carefully review the following information and instructions to expedite your medical record request:
 
Information Sheet for Obtaining Medical Records for you, the patient, describing what to expect and what is generally provided when you request copies of your own medical record — typically for personal use, such as buildling your personal health record.

Access to Protected Health Information Request Form for you or your personal representative to complete to physically obtain copies of your own records for the purpose above.

Access to Diagnostic Images Request Form for you or your personal representative to complete to physically obtain a CD or flash drive of your own diagnostic images for your personal use.

Authorization to Use and Disclose Protected Health Information Form for you or your authorzied representative to authorize City of Hope to release records to someone other than yourself — usually another facility or provider for the continuity of your care, or for insurance information or state disability forms, etc. — OR — for City of Hope to obtain copies of your records from another provider.

Contact Information:
You may mail your request packet to the City of Hope Health Information Management Services, Release of Information at the address noted below:

Attn: Health Information Management Services
City of Hope National Medical Center
1500 East Duarte Road
Duarte, CA 91010

If you have questions about the status of your request after submission, please call our centralized Health Information Management office at 626-218-2446. Please allow five working days to pass before requesting status.

Department hours are Monday through Friday from 8 a.m. to 4:30 p.m.
 
How to process your disability forms

If you need to apply for California State Disability, you can apply online at: http://edd.ca.gov/Disability/Disability_Insurance.htm
This is the fastest way to initiate your disability benefits.

Alternately, you can submit a paper form.
  • If you are a patient at the Duarte campus, please drop your form off at the Medical Records Correspondence office located near the outpatient lab registration, Office 6A.
  • If you are treated at one of our community sites, please submit your disability paperwork to your care team at the community site.
To learn more about the disability process, refer to: http://www.edd.ca.gov/Disability/FAQs.htm.
 
List of forms you may need completed:
 
Forms processed by Health Information Management Forms processed by physician's office Forms processed by financial counselors
EDD-State Disability (initial) Jury Duty Medi-Cal
EDD-State Disability (continuation) DMV Handicap
BCCTP (Breast and Cervical Cancer Treatment Program)
Medi-Cal Exemption Forms
EDD-Paid Family Leave Insurance Claim Forms  
Employer-Paid Family Leave Questionnaires (usually from a legal firm)  
FMLA Restrictions and Limitations (employer and school)  
Social Security "Neoplastic Disease" Return to Work  
Medical Certificate of Health Care Provider for employee's serious health condition Authorizations (pre-authorizations for oral chemotherapy and pain management medications  
Attending physician statements (for insurance) If received by Guest Services/New Patient desk located in Duarte's Main Medical building - volunteer staff will log on clipboard and call the physician's office for pick-up
Medical records correspondence office should tell the patient they will take the form(s) and give it to Financial Counselors
 
Office 6A, off the lobby
  Medical Clearance (dental work)  
  IHSS (In-Home Supportive Services)  
  Homeland Security  
  Financial Assistance with utilities  
  The Leukemia & Lymphoma Society and cancer-related retreats