Release of Records
OHP maintains employment related health records for students and employees of Baylor College of Medicine. If you are a patient of BCM and need to request your records, please contact the clinic that treated you.
Our fax number is 713-798-3364. (If you are requesting records on a BCM patient, do not send requests to this number.)
Information about checking on the status of a release is included below and on the Request Status web page.
- Release of Medical Records form for BCM students and employees (do not use this link if you are requesting records on a patient of BCM).
- Medical records may only be released with the consent of the individual to whom they pertain or as permitted by law.
- Medical records include test results, health questionnaires, or other health status information relating to a specific individual.
- For purposes of this procedure, "employee" refers to employees, students, and visitors of Baylor College of Medicine unless otherwise stated.
- If you are a BCM student, resident or faculty, you can log on to view a copy of your record.
- If you need records to go to a new employer, school, hospital credentials, etc., we strongly recommend that you receive the records from us and then provide them to that entity. Although we will send the records directly to them, once we have sent the records, we are finished with the request. There is little we can do if the receiving party says they did not receive them.
How do I request my records?
- Please complete the Release of Medical Records form and return it to OHP.
- Handwritten requests are also accepted as long as the request contains the required information.
- Verbal requests are not accepted because a signature is necessary.
Can I submit an electronic request?
No. A signature is needed for a records release.
What information do you need to release my records?
- Name of person whose records are to be released.
- Signature of person whose information is to be released.
- Name of person or entity to whom information is to be released.
- Instructions on how records should be delivered (e.g., mail, pickup, facsimile).
- Method to contact requestor if there are any questions.
- Reason for requesting records.
- Additional information requested:
- Date of birth
- BCM ID #
- Approximate dates of employment
- Other names used by the employee
Name to whom released: This should be reasonably specific, either a specific individual's name or title (e.g., Director of Employee Health). The name can be that of an entity, rather than an individual as long as it is represents a department or group. Thus "ABC College Health Center" is acceptable rather than "ABC College." OHP does not typically release records to BCM departments, even with a signed authorization.
Instructions for release: Records can be sent via US Mail or facsimile. Alternatively, records can be picked up in person. OHP does not hand deliver records and expedited shipping (e.g., FedEx, Priority Mail) is not available.
Method to contact requestor: This helps answer questions we have if we are unclear about your request or helps to find your record.
Reason for request: OHP does not evaluate the merit of the reason for the request; the Texas Occupations Code requires this.
How long will it take to receive my medical records?
On average, 3-7 business days.
Can I get my records more quickly than this?
- Record requests are processed as quickly as possible.
- Some requests are completed in two days and some in 10.
- Because records are maintained in different locations and in different media, it is difficult to determine how long it will take to complete a request.
- If it becomes obvious that a request will be delayed, OHP will notify the requestor.
- Requests from former employees usually take longer to process than active employees.
- The Director of Occupational Health should be contacted if there is a medically urgent reason for an immediate release.
- Deadlines for fellowships, employment, immigration or travel are not considered emergencies.
How do I check the status of my records request?
- If the records are to be picked up, OHP will notify the requestor when they are ready.
- If a delay is anticipated in releasing the records (e.g., records cannot be found), OHP will contact the requestor.
- Records will be sent according to the instructions on the request. However, OHP strongly recommends that records be released to the requestor rather than to a third party. OHP does not know when the records they send are received or processed by the third party. Why?
How long does OHP maintain my records?
- Records of employees or students are maintained for at least 30 years.
- Records of students are maintained for at least the duration of their enrollment.
- Records of visitors, observers and elective students are maintained for the duration of their stay.
- This retention practice can change in the future.