Health Information Management (Medical Records)

Health Information Management (HIM), also known as the Medical Records Department, is charged with custodial responsibilities for your medical record. The record contains important medical information and the details supporting your health evaluation/assessments, diagnosis, treatments or other care you received. The record serves as a valuable communication tool between our facility and your personal physician(s) and supports any continuing care you may need or desire.

The HIM Office at LKMC supports the dePoo Hospital as well and our hours are 8:30 a.m. to 4:30 p.m., Monday-Friday.   

We are located at Lower Keys Medical Center, 5900 College Road, Key West, FL 33040.

Office number: (305) 294-5535 x 4717

Fax number: (305) 296-4647

Obtaining Copies of Your Medical Records

You may request photocopies of your medical records from the Health Information Management Department at Lower Keys Medical Center.

A completed authorization to release information must be signed by you or by your legal guardian is required. You can get a release form while on the nursing unit, from the HIM (Medical Records Department) or by clicking on the link below:

AUTHORIZATION FOR RELEASE, USE AND DISCLOSURE OF HEALTH INFORMATION

Completely fill out the form; date and sign; and mail or fax to the HIM Department. Proper identification (driver license, passport, government ID, etc) will be required to pick up the records.  We are not permitted to fax your medical records to a personal fax machine. 

Physicians on LKMC Medical Staff automatically receive, have access or can request copies of their patient charts.

Understanding Your Health Record / Information

Each time you visit a hospital, physician, or other healthcare provider, a record of your visit is made. Typically, this record contains your symptoms, examination and test results, diagnosis, treatment, and a plan for future care or treatment. This information, which we refer to as your health or medical record, is an essential part of the health care we provide for you. It serves as a:

  • Basis for planning your care and treatment.
  • Means of communication among the many health professionals who contribute to your care.
  • Legal document describing the care you received.
  • Means by which you or a third-party payer can verify that services billed were actually provided.
  • Tool in educating health professionals.
  • Source of data for medical research.
  • Source of information for public health officials charged with improving the health of the nation.
  • Source of data for facility planning and marketing tool with which we can assess and continually work to improve the care we render and the outcomes we achieve.

Health Information: Privacy and Security

Five Tips to Protect Your Personal Health Information

Protecting health information is a top priority. The health information management professionals at Lower Keys Medical Center provide five tips for protecting your personal health information:

  1. Understand your information rights as a healthcare consumer. You have the right to view and receive copies of your medical information and the right to complain about medical privacy practices or breaches of privacy.
  2. Read the Privacy Notice that your healthcare provider and health plan are required to provide you at the time of service or upon request. Understand your rights, what types of information are maintained, and how each entity uses or handles it.
  3. Be aware that not all organizations or entities that collect and maintain your health information are covered by federal or state privacy laws.
  4. Obtain and maintain copies of your medical records and information so you can use the information to monitor your care and spot any errors in the information.
  5. Establish a personal health record (PHR) to monitor the accuracy of your health information. PHRs are an excellent way for you to play a leading role in your healthcare by tracking and monitoring your health status or that of family members in your care.

Talk to your healthcare provider if you have any concerns about the confidentiality of your health information. 

Frequently Asked Questions

How do I get a copy of my Radiology Film?
To obtain a copy of your X-Ray film, you must call the Radiology department directly at 305-294-5535 x 4746.  You will be required to complete the authorization/release of records form and provided proof of identification also.

How can I obtain my birth certificate?
Questions about birth certificates should be directed to the Florida Department of Health, Office of Vital Statistics, in Monroe County, Florida, 305-293-7534. Their web site can be found at: http://www.keyshealth.com/Administration/Vitals/Index.html.

Who is considered next of kin?
If the patient is deceased, the patient's personal representative or the family member who stands in line of intestate (without a will) succession shall provide authorization.

How do I obtain my child's medical records?
In general, the written authorization of a parent or guardian is required to release patient records of a minor; however, if a minor is authorized by law to consent to his/her medical treatment, parents are not entitled to the patient information and the minor is the appropriate person to provide authorization for the release of his or her medical records. Patient records of minors are otherwise governed by the same rules that apply to the release of adult patient medical records.

Who has access to my Medical Records?
Patient medical records are confidential and shall not be released, nor the information contained therein disclosed, except in accordance with legal requirements and Lower Keys Medical Center. Although the information contained within the medical record belongs to the patient, patient medical records are the property of Lower Keys Medical Center.  Patient medical records are maintained in accordance with legal, accrediting, and regulatory requirements.