how to obtain medical records
follow these steps to receive your child’s medical records
In order to obtain a copy of medical records from Dayton Children’s please adhere to the following process.
- Request and authorization: Complete the “Authorization for Release of Dayton Children’s Information” form.
- To minimize costs, we suggest requesting a copy of specific dates of service rather than the entire medical record. If you are requesting records from an inpatient hospitalization, an “abstract” of the record gives you all the essential elements without having all the daily assessments. Learn more about a “typical abstract.”
- Sending in the form: Return the form by mail, email, fax or in person. Please note that the form MUST have a signature from a parent, guardian or patient 18 years of age or older.
Health Information Management
Dayton Children's Hospital
One Children's Plaza
Dayton, OH 45404
- Email: email@example.com
- Fax: 937-641-5404
- In person: Health Information Management is located on the bottom floor of the outpatient care center at Dayton Children’s main campus. Our hours are 8:00 am - 4:00 pm
Monday - Friday excluding holidays.
- Payment: Prepayment is required on all requests that have an amount due greater than $5.00. You will receive an invoice in the mail before any copies are processed. Records will not be sent until payment is received. If payment is not received within 30 days, your request will be cancelled. Learn more about costs and paying for your medical records
- Timing: Please allow 7-10 business days after payment processing for copies to be prepared. No same day requests will be accepted. If you have an appointment with a specific date in which you need your copies, please mark this on your authorization form.
- Obtaining the copies: Copies of medical records can be obtained in person during our regular business hours or by mail. Please mark your preference on your authorization form.
If you are requesting records from an inpatient hospitalization, an “abstract” of the record gives you all the essential elements without having all the daily assessments. If you are requesting records for a physician office, an abstract of the record will give the physician an overview and summary of the patient’s care. This will usually be sufficient for continuing care
- Discharge summary – This summary includes information about a child’s inpatient stay including their care, treatment, services provided and progress towards goals.
- History and physical – Information about the child’s current illness and any relevant history.
- Consultation reports – A physicians findings and recommendations after examining a patient.
- Operative report(s), if applicable – Important information from the surgeon detailing their findings, technical procedures, specimens removed and post-operative diagnosis.
- Diagnostic tests