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Medical Records Request

Effective June 13, 2024, medical records requests are handled completely online or by appointment only by calling 937.599.7026.

It is our pleasure to provide you with your medical record information through several convenient options. The care you receive from Mary Rutan Health is documented using Meditech Expanse as our Electronic Medical Record (EMR).

Ways to Request Your Medical Record

  • Make an online request (form).
  • Please specify how you would like to receive the information (scheduled pickup, mail, email, fax, etc.). If requesting paper copies, please provide a contact number to schedule a pickup time. Please bring a state ID or birth certificate when picking up your records.
  • Download your medical records from your patient portal.
  • Call our medical records team during normal business hours at 937.592.4015 and press option 2. Hours are Monday through Thursday from 7 a.m. to 3:30 p.m.
  • If you are requesting radiology images or films, please contact the radiology department directly at 937.599.7012.

**All other requests—e.g. law enforcement, children services, etc.—please call Medical Records at 937.599.7026 or fax 937.592.1097.

Helpful Information to Know

  1. On-site pickup of medical records requires an appointment, our office is no longer open to the public without one.
  2. When completing the request form, please fill it out clearly and legibly. We need the entire patient's name (and any previous names), date of birth, phone number, and address.
  3. Be specific about dates or date ranges.
  4. Please be specific about any reports to be disclosed. For example, types of reports or names of specific providers, etc.
  5. If your records are for a provider, we can fax the records to them directly if you include the provider’s fax number.
  6. All requests for medical records require a state ID or a birth certificate to be released.
  7. If someone else is picking up your medical records, please specify the specific person on your request, and both state IDs will be required.

We appreciate you choosing Mary Rutan Health for your healthcare needs. Please let us know if there is anything we can do to assist you further.

When calling for the MEDICAL RECORDS department, dial 937.592.4015 and press option 2.