Medical Records

Medical Records / MyChart

The Health Information Management Department (Medical records) maintains and safeguards the confidentiality of medical record information in accordance with the patient’s right to privacy, legal requirements and appropriate ethical considerations.

Requests for Medical Records Copies

The medical record and its contents are the property of the Hartford HealthCare, however, patients and/or their authorized representative are entitled receive copies of the information contained.

Depending on the purpose of the request there may be a fee associated with the copy costs in accordance with Connecticut Regulations. No cash will be accepted for payment of copies. The Health Information Management Department can contact you to pick up your records with a valid photo ID, records can be mailed to you or released to the MyChartPlus Patient Portal.

Patient and patient representative requests will be responded to within 15 business days according to the 21st Century Cures Act, in the form and format requested by the patient.

Signing up for MyChartPlus

  • Sign up in any Hartford HealthCare office during your visit.
  • Use the MyChartPLUS activation code provided in your After Visit Summary (AVS) to sign up on MyChartPlus.org.
  • Ask reception for your choice of an email or letter with an activation code and instructions.

MyChartPlus Proxy Access
If you are looking to obtain proxy access to an individual other than yourself, fill out the below proxy authorization form. The minor proxy form should be used for any individual under the age of 18. Once the forms are completed, please send a copy to HHC Medical Records at HHCROI@hhchealth.org for processing.

How do I obtain a copy of my medical record?

  1. We require a written request to serve as documented proof of your request for medical records. To protect your privacy, please download and complete our Hartford HealthCare Authorization above. Copies of appropriate identification and documentation must accompany patient request and legal representative request.

  2. Mail, Fax, Drop-off, Email the form to the following locations:

Backus Hospital
Phone: 860.823.6382
Fax: 860.892.2723
Email: Click here
Location:
326 Washington Street
Norwich, CT 06360
Hours: Monday – Friday, 8am-4pm

Charlotte Hungerford Hospital
Phone: 860.496.6670
Fax: 860.496.6633
Email: Click here
Location:
540 Litchfield Street
Torrington, CT 06790
Hours: Monday – Friday, 8am-4pm 
Hartford Healthcare at Home
Phone: 860.696.6019
Fax: 860.380.1730
Email: Click here
Location:
181 Patricia Genova Dr.
HIM Department, 3rd Floor
Newington, CT 06111
Hours: Monday – Friday, 8am-4pm		 Hartford Hospital / Institute of Living
Phone: 860.972.4764
Fax: 860.545.2328
Healthcare Requests Fax: 860.545.6764
Email: Click here
Location:
80 Seymour Street, Bliss 104
Hartford, CT 06102
Hours: Monday – Friday, 8am-4pm

The Hospital of Central Connecticut
Phone: 860.224.5686
Fax: 860.224.5920
Email: Click here
Location:
100 Grand Street
New Britain, CT 06052
Hours: Monday – Friday, 8am-4pm

 Midstate Medical Center
Phone: 203.694.8380
Fax: 203.694.7605
Email: Click here
Location:
435 Lewis Avenue
Meriden, CT 06451
Hours: Monday – Friday, 8am-4pm
Natchaug Hospital
Phone: 860.456.1311 ext 69965
Fax: 860.456.1381
Email: Click here
Location:
189 Storrs Road
Mansfield Center, CT 06250
Hours: Monday – Friday, 8am-4pm		 Rushford 
Phone: 860.852.1049
Fax: 860.346.9038
Email: Click here
Location:
1250 Silver Street
Middletown, CT 06457
Hours: Monday – Friday, 8am-4pm
St. Vincent’s Medical Center
Phone: 203.576.5193
Fax: 203.581.6556
Healthcare Requests Fax: 203.576.5314
Email: Click here
Location:
2800 Main Street, Main Level
Bridgeport, CT 06606
Hours: Monday – Friday, 8am-4pm		 Windham Hospital
Phone: 860.456.6743
Fax: 860.456.6885
Email: Click here
Location:
112 Mansfield Avenue
Willimantic, CT 06226
Hours: Monday – Friday, 8am-4pm

How do I obtain a copy of my Radiology (X-ray) films?

We require a written request for radiology films and images. To protect your privacy, please download and complete our Hartford HealthCare Authorization above. Copies of appropriate identification and documentation must accompany patient request and legal representative request. You may forward your request for radiology films to each Hospital’s Radiology Department. Depending on the purpose of the request, there may be a fee associated with the copy costs.

Birth/Death Certificates

Refer to the respective town or city website for further details.

Birth and Death Certificates may be obtained in person, through a mailed-in request, or online through VitalChek. Note that in accordance with State of Connecticut Statutes, birth certificates are legally available to:

  • The person him/herself sixteen years of age or older
  • A parent, spouse, grandparent or child of said person
  • A legal representative or legal guardian with appropriate proof of legal status

Amendment Request

HIPAA privacy rule provides individuals with the right to request an amendment of their Protected Health Information (PHI) within the designated record set. [45 CFR §164.526 (a)(1)]. Request for amendment must be submitted in writing using the Request to Amend Protected Health Information form and can be sent to various Health Information Management Departments listed on the form or emailed to Amendments@hhchealth.org.

The responsible provider will review your request and may either agree or disagree with your request. If the amendment is agreed to, your original request and the amendment will be made a part of your medical record. If the provider disagrees with your request, the statement of disagreement and your original request will be made a part of your medical record. Any future disclosures will include the amended information and/or your request to amend the information upon your request. It is unlawful to remove any portion of your medical record. For that reason, any changes made will be in the form of an addendum.

The facility has 60 days to respond to this request unless notification is provided of the need for a 30-day extension.

Did you know?

You now have immediate access to more information in your MyChartPLUS electronic medical record, including additional clinical results and clinician notes as soon as they’re complete. This immediate access to information is part of the 21st Century Cures Act, an effort that Hartford Healthcare is taking to ensure transparency and fulfill our vision of being most trusted for personalized coordinated care.

Learn more