Medical Records

At MaineHealth, the privacy of your health information is a top priority. All MaineHealth locations follow strict guidelines that secure your medical records in accordance with your rights, and with federal and state regulations. You, or your legal representative, have the right to inspect and obtain a copy of your medical records. We do not offer walk-in services but can provide records electronically, on paper, on a USB flash drive, or on a compact disc (CD). Upon request, we will also send a copy of your medical records to another health care provider.

How do I request a copy of my medical records?

The fastest and easiest way to submit a request is through MyChart, the MaineHealth patient portal. If you don't have a MyChart account, this video will help you sign up. Call 855-255-2300 for MyChart assistance.

Most MaineHealth patient medical records are available at no cost through MyChart. If you don't have a MyChart account, this video will help you sign up. Call 855-255-2300 for MyChart assistance.

To request medical records through MyChart:

1. Log in to MyChart.
2. Click Your Menu in the top left corner
3. Look for the My Records section and click Request My Records
4. Follow the instructions to complete your request.

Your medical records will be delivered to your MyChart account within seven to ten business days. Records that require a provider’s approval for release may take longer.

Fees for paper copies:

There may be a “reasonable cost-based fee” for copying protected health information in accordance with the State of Maine or New Hampshire Statutes. The exact fee amount will not be determined until the request has been fulfilled, at which time an invoice will be sent. In some cases, fees may be required prior to releasing the records requested. We accept payment by check, exact cash or credit/debit card.

There is no charge for:

• Records delivered electronically through MyChart
• Paper records that are sent directly to another health care provider

To request medical records by mail, fax or email:

• Download and print the MaineHealth Authorization to Release Protected Health Information form.
  • View our form instructions if you need help.
  • Call 207-662-2211 if you would like us to fax or mail the form to you.
  • MyChart: Log in to MyChart
  • Email:RecordRequests@MaineHealth.org
  • Mail: Health Information Management Department, 301C US Route One, Scarborough, ME 04074.
  • Fax: 207-761-3092

  Please allow us time to process your request. Requests are usually completed within 7-10 days but may take up to 30 days. We will contact you if your request will be delayed or if we cannot fulfill your request.

  Please note:

  • Your medical records will include protected health information related to care at all MaineHealth locations.
  • You must complete ALL FIELDS on our Authorization to Release Protected Health Information form per the form instructions. If any information is missing from the form, or if the form is not signed and dated, your request may be delayed or returned.
  • Authorization requests signed by your legal representative must also include a copy of one of the following documents:
    • Legal guardianship papers
    • Advance directive or health care power of attorney, for patients unable to make health care decisions
    • Designation of a personal representative, which allows the representative to act on the patient's behalf with regard to personal health information

    Fees for paper copies:

    There may be a “reasonable cost-based fee” for copying protected health information in accordance with the State of Maine or New Hampshire Statutes. The exact fee amount will not be determined until the request has been fulfilled, at which time an invoice will be sent. In some cases, fees may be required prior to releasing the records requested. We accept payment by check, exact cash or credit/debit card.

    There is no charge for:

    • Records delivered electronically through MyChart
    • Paper records that are sent directly to another health care provider
    Send records to another provider

    For immediate continuity-of-care requests, you or your health care provider may submit a request to have your health information sent directly to another health care provider's office.

    If your health care provider is submitting the request, they should:
    

    • Create a written request on their business letterhead
    • Write "STAT" at the top of the request
    • Note the patient's name, date of birth, date of service and health information being requested
    • Fax the written request to 207-761-3092

    If you are submitting the request, please:

    • Complete our Authorization to Release Protected Health Information form
      • View our form instructions if you need help.
      • Call 207-662-2211 if you would like us to fax or mail the form to you.
      • Enter the health care provider's office and contact information in the Release Information To section

      Note: Please mail all subpoena-related documents, non-patient directed requests, and/or audit requests to:

      Health Information Management Department
      301C US Route One
      Scarborough, ME 04074

      Request a deceased patient's medical records

      To request the medical records of a deceased patient:

      • Download and print the MaineHealth Authorization to Release Protected Health Information form. View form instructions.
      • Complete, sign and date the form.
      • Include a copy of the patient's death certificate or evidence of probate court appointment as Executor of Estate
        • Instead of Executor of Estate appointment evidence, a completed Affidavit for Deceased Patient form may be submitted along with the Authorization to Release Protected Health Information form and a copy of the patient's death certificate.
        • MyChart: Log in to MyChart
        • Email:RecordRequests@MaineHealth.org
        • Mail: Health Information Management Department, 301C US Route One, Scarborough, ME 04074.
        • Fax: 207-761-3092

        Records can be released to anyone whom the patient authorizes (in writing) to receive them. If an expiration date is not noted, the authorization is valid for one year.

        Request radiology records and imaging results

        All imaging results (computed tomography (CT), magnetic resonance imaging (MRI), ultrasound, etc.) are available for release to patients*, providers or medical offices via Nuance PowerShare.

        • The easiest and fastest way for providers and medical offices to request radiology records and images is directly through PowerShare.
        • MaineHealth has a single PowerShare account that covers all MaineHealth locations.
        • Radiology records and image requests may also be faxed to 207-662-6044 or emailed to filmlibrary@mainehealth.org

        * Patients who would like to receive their imaging electronically through PowerShare should submit their request through MyChart, or complete an Authorization Form and email or fax it to the Film Library. Be sure to include your email address.

        Please call 207-662-2328 for assistance with urgent requests.

        Request a birth certificate

        MaineHealth does not maintain birth certificates. Birth certificates can be obtained from the City or Town Clerk’s office in your area or, via the Maine or New Hampshire Vital Records offices.

        Maine

        • Maine Vital Records Office: 888-664-9491
        • Belfast City Clerk: 207-338-3370
        • Biddeford City Clerk: 207-284-9307
        • Brunswick Vital Records Office: 207-725-6658
          
        • Damariscotta Town Office: 207-563-5168
        • Farmington Town Office: 207-778-6539
        • Norway Town Office: 207-743-6651
        • Portland City Clerk: 207-874-8610
        • Rockport Town Clerk: 207-236-9648

        New Hampshire

        • New Hampshire Vital Records Office:877-878-8007
        • Conway Town Office: 603-447-3811
        Request a medical record amendment

        To request a medical record amendment:
        

        • Complete our Request for Amendment of Protected Health Information form.
        • Submit all completed and signed documents to MaineHealth via MyChart, email, mail or fax:
          
          • MyChart: Log in to MyChart
          • Email:RecordRequests@MaineHealth.org
          • Mail: Health Information Management Department, 301C US Route One, Scarborough, ME 04074.
          • Fax: 207-761-3092

          Please see our Notice of Health Information Privacy Practices for more information on the amendment process.

          New to MyChart?

          It's easy to make a MyChart account. Watch our short video to learn how.