Medical Records Request

Medical records request options:

Option 1: Inova MyChart – Inova MyChart is a free, secure service that lets you view parts of your medical record and request copies online through Inova hospitals and doctors' offices.

Option 2: Request Your Records Online – Use our secure online tool to request your medical records. To verify your identity, you’ll be asked to upload a photo of your driver’s license or government-issued ID (via webcam or smartphone).

Option 3: Fax and Mail – You can also request records by completing an authorization form. Be sure to include your full name, date of birth, the records you need, and how you’d like to receive them. The completed form can be faxed, mailed, or dropped off at any Inova facility listed below.

Authorization Forms

• English
• Arabic
• Chinese (Mandarin)
• Korean
• Spanish
• Vietnamese
• Right/Access to Medical Records of Deceased Patient form

Copy Fee: Health records produced in paper or hard copy format may be charged a reasonable fee not to exceed $0.50 per page for up to 50 pages and $0.25 per page thereafter, $1 per page for hard copies from microfilm, and a fee for search and handling not to exceed $20, plus all postage and shipping costs.

Health records produced in electronic format may be charged a reasonable fee not to exceed $0.37 per page for up to 50 pages and $0.18 per page thereafter and a search and handling not to exceed $20, plus all postage and shipping costs. The total amount charged for records produced in electronic format shall not exceed $160.

X-ray series or other imaging study produced electronically may be charged a reasonable fee not to exceed $25 per x-ray series or other imaging study, and a fee for search and handling not to exceed $10, plus all postage and shipping costs.

The right to request an accounting of disclosures

Inova is also committed to supporting your right to request accounting of disclosures. The HIPAA Privacy Rule (45 CFR §164.528), and other applicable federal, state and/or local laws and regulations, give patients the right to request accounting of disclosures to their medical records. To request an accounting of disclosures, please submit your request in writing to the Release of Information Department. Requests must include the patient’s name, date of birth, and identify the date or date range for the accounting of disclosures. The requested date(s) may not exceed six years prior to the date on which the accounting is requested. You may use our Authorization Form to complete this request

Health Information Exchange (HIE) through Epic Care Everywhere

Inova participates in a Health Information Exchange (HIE) through Epic Care Everywhere that allows health organizations who utilize Epic as their electronic health records system to exchange electronic health information. This information is shared through secure, electronic means and allows providers to have the most recent available information to care for you as a patient.

You may opt out if you do not want your health information to be shared with or received by your treating provider(s) through Epic Care Everywhere. Please fill out the Epic Care Everywhere Patient Opt-Out/Opt-In form. Patients have the right to opt back in at any time by resubmitting this form.

To opt out of marketing communications, please visit: https://www.inova.org/unsubscribe. 

Birth certificates

If you need a copy of an existing birth certificate, please contact the Virginia Department of Health, Office of Vital Records. All the details are provided on their website at vdh.virginia.gov/vital-records or call 804-662-6400.

Inova is committed to supporting your right to request an amendment to information contained in your designated record set. The HIPAA Privacy Rule (45 CFR §164.526), and other applicable federal, state and/or local laws and regulations, give patients the right to request amendments to their medical records, but also permit the provider to decide whether to agree to those requests.

All requests for amendments to your medical record must be in writing and forwarded to the Director of the Health Information Management department. Individuals requesting an amendment must identify:

• The date of the record entry
• The specific changes requested and
• The reasons for the request

Once the request for amendment is received by the department director, it will be reviewed and forwarded to the clinician and/or the department affected by the request for review. The clinician must decide whether to accept, partially accept, or deny the amendment request. HIPAA allows Inova 60 days to respond from the date the request is received.

If the amendment is accepted, you will be provided with a copy of the record with the requested changes. If the clinician states the record is accurate, the clinician is no longer available to amend the Inova record or the record was not created by Inova, you will receive written notification that the amendment is fully or partially denied. The notification will inform you of your rights under HIPAA related to the denial of your request.

The request for amendment, denial letters, statements of disagreement, and the providers’ statement will be included in your record and linked to part of the medical record related to the request.

If you need to request an amendment/change to your medical record, please complete the Amendment Request Form and submit to any of the Inova Health Information Management (Medical Record) Department or email to AmendmentRequest@inova.org.

Inova medical image requests

We make it easy for you and your care team to securely manage your diagnostic images and related documents online. With our service, you can:

• Upload images – Safely upload your diagnostic images for storage or sharing
• Request copies – Request copies of your images and documents for your personal records or for another provider
• Share with your doctor – Share your images and documents securely with your healthcare team.
   

Veterans Health Information Exchange (VHIE)

Inova and the Veterans Administration (VA) are working together to share health information on veterans treated at Inova facilities. The VA's Veterans Health Information Exchange (VHIE) program gives VA and non-VA healthcare providers secure access to certain parts of veterans’ electronic health records.

Advance care planning

It's never too early to think about an advance care plan (ACP). An ACP is an important and valuable document that makes your health care wishes known when you can't speak for yourself. Putting an ACP in place now – before an emergency situation occurs – is a gift to you and your loved ones. It will help ensure that the medical treatment you receive aligns with the treatment you want.

You can share your ACP documents in any of the following ways:

• Upload through your Inova MyChart account
• Email to ACPSubmission@inova.org
• Fax to 571-472-6505

Please ensure that your documents include your full name and date of birth for accurate identification.