Records


Health Information Management

The HIM department staff is responsible for the quality control of patients’ health information and the handling of all requests to release or obtain health information. The HIM department is located on the 3rd floor of the UCF Health Center (building 127).

Sending Medical Records from the UCF Health Center

To request your medical record be sent to a third party (such as a referring physician, parent/guardian or another academic entity) you must first complete the Authorization to Release Health Information form. The form must be notarized if it is mailed to the HIM department. When the patient is younger than 18 years, a parent or guardian will be required to sign the form. There is no charge to send your record to a medical provider or academic institution. However, if you want a copy of your own records, copying/electronic duplication fees may be assessed. Every effort will be made to release the record within 5 working days.

Receiving Medical Records from Outside Providers

If you are a new patient and have a chronic illness, you are advised to obtain your health record or a clinical summary from your current physician to facilitate continuity of care. Please bring it to your first scheduled appointment at UCF Student Health Services. Your primary care or specialty provider can mail or fax your records to the HIM department prior to your appointment. An Authorization to Release Health Information form will need to be submitted whenever outside providers are sending records to UCF Student Health Services.

Retention Policy

A patient’s health record is kept for 7 years from the date of last activity, per Florida Statute for Record Retention.

For information regarding the immunization form required of all new students, please visit our Immunization Information page. For information regarding the release of immunization records to other Universities or Colleges, please call 407.823.3707 or 407.823.2091. The hard copy immunization records are stored for 4 years from the date received in the HIM department.

Consent to Treat a Minor

For patients under 18 years of age parental consent is needed for treatment. Parents may consent by signing Section E of the required Immunization Form.

Policy

All UCF SHS staff abides by the Health Insurance Portability and Accountability Act (a.k.a. HIPAA Privacy Rule) enacted to protect the privacy of patient health records. Further information can be found at the Office for Civil Rights.

Staff also abides by the Family Educational Rights and Privacy Act (FERPA) which protects the privacy of student education records. Further information can be found at the Family Policy Compliance Office.

UCF Student Health Services follows the most stringent regulations between both acts in any given case. Click the link below for more information on our Privacy and Confidentiality policies.

Complaints

If at any time you feel your privacy rights have been violated, a written complaint may be submitted to the HIPAA Privacy Officer or to the Director of Office for Civil Rights at U.S. Department of Health and Human Services.

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