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Frequently Asked Questions

Patient Medical Records

How do I obtain copies of my medical records?

To obtain copies of medical records you can visit the Cashier window located inside the Student Health and Counseling Center to fill out an authorization for release form. You can also call (657) 278-2810 for additional information regarding obtaining copies.

What is the turn-around-time for requests for copies of records?

It may take up to fourteen (14) business days to process records. It may be longer if the chart is archived in our offsite storage area.

What if I need my records sent to my physician’s office in time for an appointment?

If records are requested for a physician’s office, the records will be mailed directly to the physician’s office (or faxed if the appointment is within the next day or two.) There will be no charge to provide records directly to the physician office. Should you wish to hand carry the records, or obtain a copy for yourself, there will be a clerical processing fee of $2.50 for the first five (5) pages and additional fifty cents per page thereafter.

Is there a charge for obtaining copies of my medical records?

Yes. There will be a clerical processing fee of $2.50 for the first five (5) pages and additional fifty cents per page thereafter.

What type of payment options do you accept?

The Student Health & Counseling Center only accepts cash or checks as payment.

I need my records for a doctor appointment, they are not for me, is there still a charge?

No. As a courtesy to our physicians we mail records for continuing care directly to the physician’s office. If appointments are too soon to rely on mail we may fax records to the physician’s office with the patient’s permission.

Can I request copies of my records over the phone?

No. The Health Insurance Portability and Accountability Act (HIPAA) require certain information be specified in the release form and that the form be signed and dated prior to release of records. All requests must be submitted in writing using the appropriate release form. Only the patient may sign the release form.

Can I just send a letter requesting my records?

No. HIPAA requires certain information be contained in the release, and that the release be filled out correctly. Therefore you must use the preprinted authorization form available from the Cashier.

How do I get the authorization form and where does it go after I complete it?

You can come by the Cashier window Monday through Wednesday and Friday, 8:00 AM to 4:30 PM, and on Thursday, from 9:00 AM to 4:30 PM, to pick up or return the authorization. If you have access to a facsimile machine you can request a copy of the authorization via fax. You can return the completed authorization via fax, via US mail, or bring it to the Cashier window.

Fax:(657) 278-3069.
Mail:
California State University, Fullerton
Division of Student Affairs
Student Health & Counseling Center
800 North State College Blvd.
P.O. Box 6830
Fullerton, CA 92834-6830

Drop by the Cashier window:

Student Health & Counseling Center
Room 104

Monday through Wednesday and Friday, 8:00 AM to 4:30 PM,
Thursday from 9:00 AM to 4:30 PM
**closed for lunch 12:00 PM – 1: 00PM**

How do I get the copies after they have been copied?

If you have requested the records yourself, the Cashier will most likely tell you when to return to pick up your copies. At that time, we will verify your identity prior to releasing the copies. Copies can also be mailed to the address you indicate on the release form.

When I come to pick up copies of my medical records do I need to bring identification?

Yes. We will verify the authorization and your identity prior to releasing the copies.

If I signed a release so I could have a copy of my records, can I send my husband/friend/child to pick up the records for me?

The authorization is very specific as to whom the records are to be released. The only person that may pick up the records must be named on the release. That person must bring identification when coming to pick up copies for verification purposes.

Who can I contact for additional information about medical records?

The Student Health & Counseling Center Medical Records Department is open Monday through Wednesday and Friday, 8:00 AM to 4:30 PM, and on Thursday, from 9:00 AM to 4:30 PM. We are closed on weekends and most major holidays. Call (657) 278-2810 or 2811 for questions or more information.