Medical Records
Girard Medical Center Health Information Management
The Health Information Management Department is responsible for maintaining the accuracy, privacy, security, and availability of patient health information. Our team supports patients, providers, staff, and the organization by ensuring medical records are complete, confidential, and managed according to federal and state requirements.
Requesting Medical Records
Patient Requests for Medical Records
Patients who wish to access their medical records or have their medical records sent to another healthcare organization, attorney, or other 3rd party, may submit an Authorization to Use or Disclose Protected Health Information (PHI) by following the steps below:
- Download the Authorization form using the link below.
- Fill out the form completely and be specific as to the type of records needed and the dates of service you are wanting records for.
- Signature and date signed is required.
- There are 4 options to submit your completed Authorization to Use or Disclose Protected Health Information (PHI) form:
In Person:
You may go to your nearest clinic or the HIM Department within the Girard Medical Center Hospital to submit your complete form.Mail:
Girard Medical Center
ATTN: Medical Records Custodian
302 N. Hospital Dr.
Girard, KS 66743Fax:
620-724-8886E-mail:
sturnbough@girardmedicalcenter.comImportant Privacy Warning: Please note that while we make every effort to protect patient privacy and confidentiality with Encryption for PHI, if you are submitting or receiving any personal information through email, it may not be completely safe from hackers or unauthorized third parties while in transit. Use of email to send/receive patient information is done so at the patient’s own risk.
Requesting Medical Records on Behalf of a Patient
When requesting records on behalf of a patient, please follow the above steps, but include a copy of your legal paperwork, such as Power of Attorney or Legal Guardianship Order.
If a patient is deceased, a death certificate is required, as well as additional documentation, if appropriate, to prove the Executor of the Estate/Next of Kin.
To protect patient privacy, medical records cannot be released without proper authorization, except when permitted or required by law. A valid photo ID is required when records are released at any Girard Medical Center location.
Contact Health Information Management
We are here to help! If you need help filling out the Release of Information or have a specific situation that requires additional information, please contact the Health Information Management Department.
Hours: 8:00 AM-4:30 PM
Location: 302 N Hospital Dr, Girard, KS 66743
Phone: 620-724-5139
Fax: 620-724-8886
HIPAA Privacy & Compliance
Protecting the privacy and security of your health information is one of our highest priorities. Our organization complies with the Health Insurance Portability and Accountability Act (HIPAA) and applicable federal and state privacy laws. If you have questions about your privacy rights, believe your protected health information (PHI) has been used or disclosed inappropriately, or would like to report a privacy concern, please contact our HIPAA Compliance Officer.
Examples of when you should contact the HIPAA Compliance Officer include:
- You believe your medical information was accessed, used, or shared without authorization.
- You would like to file a privacy complaint.
- You have questions about your rights under HIPAA.
- You have concerns about the confidentiality or security of your health information.
- You believe you have experienced a potential privacy breach involving your protected health information.
The HIPAA Compliance Officer will review your concerns, answer questions about your privacy rights, and investigate reported privacy issues as appropriate.
HIPAA Privacy/Compliance Officer
Phone: 620-724-5140
Email: sturnbough@girardmedicalcenter.com
Office Hours: 8:00 AM-4:30 PM
You may also request a copy of our Notice of Privacy Practices, which explains how your health information may be used and disclosed and outlines your rights under HIPAA.