Medical Records
Beacon Orthopaedics & Sports Medicine has teamed with Sharecare Health Data Services to fulfill requests for medical records. This includes all information related to treatment, imaging (such as x-rays and MRIs), and billing.
The medical records department’s hours of operation are Monday-Friday, 8 a.m. – 4:30 p.m. The department is closed on weekends and major holidays.
All questions about requesting medical records or the status of a request can be directed to our Sharecare Team at 513-354-3736.
How to Request Medical Records
Patients
Patients may request their records online or by submitting a paper Authorization for Release of Protected Health Information form. From the date received, requests are usually completed within 10 business days and are completed in the order received.
All sections of the paper Authorization Form must be completed or the form will be returned, causing a delay in getting you the information you need. Staff cannot complete blank sections or change information on the form.
Records can be emailed, faxed, or mailed. Please note that x-ray and MRI images cannot be faxed. We do not offer in-person pick-up.
Items mailed take additional time to be received via USPS after the initial processing time. If you request that records be emailed to you, please watch your spam/junk folder – records may go there because they are sent using encryption software to protect your information. If you request both documents and images, you will receive two separate emails.
Parents may request copies of their minor child’s records if they have legal custody of the child and the child is not legally emancipated. Once a child turns 18, even if they are still in high school, they must complete the Authorization for Release of Protected Health Information form.
Online Requests
You can complete your medical records request online by filling out the embedded form below. Start by clicking on the button that says, “Start Request” You will be required to provide a valid email address and a government-issued ID. This is to protect your health information and verify your identity. If you are using Internet Explorer, you will need to save a jpeg copy of your ID to your computer/device. Internet Explorer is unable to connect to webcam devices.
Paper Authorization Form
If you are unable to complete the online form, you can access our paper form by clicking here. Once printed and completed, you can return the form one of three ways. Please note that a valid signature is required on paper authorization forms – do not use a script font to type your name.
By fax: 858-430-4900
By email: [email protected]
By mail: Beacon Orthopaedics & Sports Medicine, Attn – Medical Records, 500 E Business Way, Cincinnati, OH 45241.
This fax number and email address are for patient requests only.
Healthcare Providers
For providers and other healthcare facilities that are requesting records for continuity of care, fax your request to 513-354-3705 or 513-354-7601 (please only send your request to one of the fax numbers listed). Make sure to include the patient’s name, date of birth, the specific information you need, and your fax number. All requests must be in writing. While we know circumstances can change, we ask that providers plan ahead to avoid “Patient in Office Now” requests.
In some cases, we can push images over to another facility’s system when requested.
Third Parties
All third parties must submit their specific request in writing and provide a HIPAA-compliant Authorization to Release Protected Health Information form with their request.
If you are an attorney and submit a subpoena for medical records, please also submit an Authorization for Release of Protected Health Information form or a court order signed by a judge or magistrate with your request.