Health Information Management (HIM) Frequently Asked Questions

How do I obtain copies of my medical records or a Program Attendance Letter?
Please refer to our brochure Obtaining Copies of Medical Records.

What is a Program Attendance Letter?
A Program Attendance Letter simply states the date of admission, date of discharge, program name, and discharge status. 

When can I request my records?
You may request your records at any time after discharge.  If you recently discharged, your request will be held until your medical record is complete in approximately two weeks.

Will I be charged for copies of my medical records?
Yes.  The charge is based on the number of copies pursuant to federal and state guidelines.  There is no charge for a Program Attendance Letter. 

Will you send my records via Fedex or other overnight carrier?
You may provide us with your Fedex account number, or we can add the charge to your invoice.  If you would like to use a different overnight carrier, please include the completed airbill and shipping pouch with your completed release. 

Will you send my records via fax or e-mail? 
Medical record security issues prevent us from faxing or e-mailing medical records.  Upon receipt of a valid release, we will send medical records via U.S. Mail, Fedex, or other overnight carrier.  You may provide us with your Fedex account number, or we can add the charge to your invoice.  If you would like to use a different overnight carrier, please include the completed airbill and shipping pouch with your completed release.

When will the copies be mailed? 
If the medical record is complete, requests are completed within 14 days of receipt of a valid release.  

What do I need to send to my insurance company to initiate a claim for reimbursement?
Each insurance company is different, and we recommend you call your carrier directly.  In general, most insurance companies require a UB-04 and copies of your medical records.  The UB-04 form is mailed to you by Financial Services after discharge.  It is a computer-generated form with distinctive red printing.   You may complete an Authorization to Release Information for us to send the records directly to you, and then you can forward them to your insurance carrier to supplement your claim.  If you are requesting records be sent directly to an insurance company, it is important you verify to whom and where the records should be sent, as this is usually different than the address printed on your insurance card. 

If your question was not answered here, please contact us:

Betty Ford Center Health Information Management
P.O. Box 1560
Rancho Mirage, CA 92270
Phone - (760) 773-4110 x 4110
Toll Free - (800) 854-9211