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Administration - Medical Records

Medical Records


Obtain Copies of Your Records

Medical Records are maintained by the Health Information Management Department (HIM). The HIM Department is open to the public: 

Monday – Friday
8:00 am - 4:30 pm
(excluding holidays)
 
To obtain a copy of your medical records for yourself or for someone other than yourself:
Download and complete the Authorization for Release of Information form, clearly stating the dates of service, the specific type of record(s) desired and all other information indicated on the form.  This form may also be obtained in the HIM Department or you may request for the form to be mailed or faxed to you. Mail, fax, or drop off your completed form to the HIM Department address/fax number listed below.  
 
Please note:  If you are under psychiatric care, you will need to sign an Authorization for Disclosure of Mental Health Information.
 
Unless for immediate patient care (i.e. a scheduled doctor appointment), please allow up to 5 business days for requests to be processed. The average processing time is 2 days if the medical record is complete. 
 
Records will only be faxed for immediate patient care to another healthcare provider only if the patient is in the healthcare provider’s office. If you wish to have your records mailed to your physician prior to an appointment date, please indicate the appointment date on the request.
 
If you are picking up a copy of your record, photo ID will be requested.  
Please note that only the requestor may pick up a copy of the record unless prior authorization is obtained by the HIM Department from the requesting party for someone other than themselves to pick up the record.  The authorization must be in writing and signed by the patient or the patient’s legal representative.  The HIM Department reserves the right to contact the requester to validate the authorization prior to releasing the records.

 

Costs

In accordance with District of Columbia Law, processing fees and copying charges may apply. If there is a charge for your records, you will receive an invoice from the HIM Department.  Payment may be required prior to the release of your records. Contact the HIM department for more information.
 
If the record is being released directly to your private physician or another healthcare facility, there is no charge associated with copying your records.
 
If copies are released to a third party (i.e. attorney or insurance company) the following charges apply: Retrieval fee of $20.00 plus $1.50 per page. If copies are released to the patient, only the $1.50 per page charge applies. 

 

Birth Certificates

Sibley Memorial Hospital does not issue birth Certificates.  All birth certificates are issued by The State Center for Health Statistics Vital Records Division. Vital Records is located at:

825 North Capital Street, N.E. 
Washington DC 20002
Phone: 202-442-9303 or 202-442-5865.
 
To obtain copies of Birth Certificates you must call or write to request a copy. The fee is $23.00.  Make checks payable to the DC Treasury.  If writing you must include the child’s name, date of birth, mother’s maiden name and father’s name in your request.  You must include a self addressed stamped envelope.  If picking up in person, you must present a picture ID.
 
Verification of Birth
If you require a verification of birth letter from the Hospital, please contact the Birth Registrar at 202-537-4784.
 
Social Security Number
If you requested a Social Security Number at the time of your child’s birth, it will take 8 to 12 weeks to receive the card.  If after twelve weeks you have not received the card, contact the Social Security Administration at 1-800-772-1213.

 

Contact Information

Mailing Address
Sibley Memorial Hospital
Health Information Management Department
5255 Loughboro Road, NW
Washington, D.C.20016
 
Key Phone Numbers
Health Information Management (General Reception):  202-537-4088
HIM Fax:  202-966-4096
Birth Registrar:  202-537-4784
Director, Health Information Management:  202-537-4091
 
 
© Copyright 2013 Sibley Memorial Hospital