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Obtaining Medical Records at HackensackUMC Mountainside

As a patient, you have a right to prompt access to the information in your medical record. If your physician feels that this access may prove to be detrimental to your health, you may appoint someone to see your record. Mountainside Hospital's goal is to provide you with access to your medical record, at a reasonable fee, within 30 days after a written request to the hospital.

Health Record Services FAQs

Is there a number for patients or their representatives to call to request copies of their medical records?

All requests for release of information must be made in writing. For assistance with this process, call the Health Record Services Department at 973-429-6042.

How can I request my medical records?

A hospital release of information form can be used, or you can write a letter with all of the appropriate information. Faxes are accepted for patient requests. NO emails or telephone/verbal requests can be made.

How can I request my medical records if I am a patient in house?

Inpatients must complete a release of information form to receive copies of medical records, to read their records, and to allow others to read the record. Release of Information forms are available in the Health Record Services Department.

Can I pick up my medical records?

Usually, records are mailed by our copy service to the location you request.  Some records may be available for pick-up.

Health Record Services Department
HackensackUMC Mountainside
1 Bay Ave.
Montclair, NJ 07042
Hours: Mon. - Fri. 8 a.m. to 4 p.m.

How long will it take to receive my medical records?

A 30-day time period is allowed to produce requested medical records (NJAC8:43G-15.3). However, it generally takes 7-10 days.

Is there a fee for receiving medical records?

For copies of medical records that are sent directly to a physician or medical professional's office for patient care, there is NO fee. There will be a charge of $1 per page for copies made for any other reason (NJAC8:43G-15.3(d)1.). We recommend getting an abstract (key reports and lab results) to minimize the cost.

How can I make payment for my medical records?

Payment can be made by check or credit card.
For more information about payment call 973-429-6042, 8 a.m. to 4 p.m.

What can I do if I can’t afford to pay for my records?

If you cannot afford to pay, you can still obtain your medical records. Contact the Health Record Services Department for details at 973-429-6042.

Why do I have to pay for my records?

New Jersey hospital licensure standards (NJAC8:43G-15.3(d)1.) allow health care facilities to charge a fee for copying records You are charged this fee based on the costs of materials and staff time spent copying your records. You will not be charged for time spent searching for your records.

Why can't I get my spouse's records?

Only the patient or the patient’s guardian or other legally authorized individual can obtain records or direct their release.

My doctor's appointment is tomorrow; can you fax my records to the doctor’s office?

Yes, with a signed authorization from the patient.

Where should I write to, or fax, to request my medical records?

Health Record Services
HackensackUMC Mountainside
1 Bay Avenue
Montclair, NJ 07042
Fax: 973-429-6967

I am being discharged from the hospital tomorrow. How can I get my records for continuing patient care?

You must fill out a Release of Information form. Health Record Services will release your records per your request.

How can I get a copy of my birth certificate?

If you were born at HackensackUMC Mountainside, your birth was filed through the registrar in Glen Ridge, NJ. To obtain a copy of your birth certificate, please contact the Glen Ridge Bureau of Vital Statistics at (973) 748-8400, ext. 221.

How can I get a copy of a death certificate?

To obtain a copy of a death certificate, you must contact the Vital Statistics Office for the state of New Jersey (or state in which the deceased expired). The Vital Statistics Office can be reached through: http://www.state.nj.us/health/vital/start.shtml. The following link contains additional instructions on obtaining death records: http://www.vitalrec.com/nj.html.  With the instructions from this website, death records can be requested through the mail or electronically. The phone for the NJ Bureau of Vital Statistics and Registration is 609-292-4087.

How can I get my x-rays and/or films if my doctor needs to review or compare them?

To obtain x-rays and/or films, contact the HackensackUMC Mountainside Film Library at 973-429-5305, or contact the Health Record Services Department and we will assist you.

Informational Link: Creating a Personal Health Record

For more information, visit this website, brought to you by the American Health Information Management Association (AHIMA): http://www.myphr.com.