Request Copies of Medical Records

How can I get a copy of my medical record?

Health First now offers an online records request tool that verifies your identity by asking for a photo of your driver's license, which can be taken via webcam or smartphone. There is no additional charge to use this service.

 Your request will be processed by our release-of-information partner, CIOX.

Please note, Chrome, Safari and Firefox are the recommended browsers for this application.

Click Here to Request Medical Records

If you do not have access to a webcam or smartphone, you have the option to submit your request by mail, fax or in person: 

• You will need to submit a completed Patient Request to Access Records Form (PDF). The form must be signed and verification of identity is required. Click here for the Spanish version of this form.
• If using a Chrome Operating System, you must first download and save the form, then re-open it before you can enter data into the fields.
• The form can submitted by email, fax, mail or in person.
• Email address: HIMROI@HF.org
• Main Health Information Management (HIM) location addresses and fax numbers are included on the form.
• You may also visit/mail to the other facility HIM location addresses.

What if I want my records for my primary care physician or other healthcare provider?

• You can use the online records request tool above OR submit and complete the same Patient Request to Access Records Form, designating the physician or healthcare provider as the recipient of the copies. The copies will be sent directly to the physician or healthcare provider. Click here for the Spanish version of this form.

What if I'm requesting records for someone else or a family member?

• You can use the online records request tool above and it will have the option to submit any legal documentation verifying legal guardianship, power of attorney, executorship or next-of-kin relationship of a decedent.
•  You also have the option to submit and complete the same Patient Request to Access Records Form by mail, fax or in person. Click here for the Spanish version of this form.
• For minor patients, a parent, guardian or other person who has authority to act on behalf of the patient in making healthcare-related decisions is qualified as a legal representative. This person, who may have access to health information, with exception to certain circumstances, can legally authorize healthcare services without the consent of a legal representative.

What are the fees charged for copies of my medical records?

• There is no fee is charged for medical records copied for purposes related to continuing medical care. These copies are sent directly to the healthcare provider.
• Fees may apply. Please allow three to five days to process your request once it has been received.

Will my medical record include imaging studies such as radiology images/films?

• For Holmes Regional Medical Center, Palm Bay Hospital and Viera Hospital, the HIM Department will be able to provide radiology or other imaging films.
• For Cape Canaveral Hospital, please contact the Radiology Department directly for radiology and other imaging films.

What about my billing records?

• The HIM Department does not have access to billing information. Please contact Patient Business Services for those records.

How long will it take to process my request?

• Please allow three to five business days to process your request once it has been received.

What if I want to view my medical records?

• To view your medical records, you must make an appointment with the HIM department of the facility that holds your records. Copies are provided only after the patient is discharged from the medical facility.

What if I'm a third party requestor - Attorney, Disability, Insurance?

• You will submit and complete the Authorization to Release Protected Health Information Form (PDF). The patient must sign the Authorization form. Click here for the Spanish version of this form.
• If using a Chrome Operating System, you must first download and save the form, then re-open it before you can enter data into the fields.
• All requests must be mailed. Faxed requests cannot be accepted.