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Hunter Holmes McGuire VA Medical Center - Richmond, VA

 

Request Your Medical Records

Our Release of Information staff will be happy to assist you with requests for your medical records. We also assist providers with completing forms for patients.

We can assist you with the following —

  • access to your VHA medical records maintained by the Richmond VA Medical Center
  • obtaining copies of your medical records
  • requests to amend your medical records
  • completion of non-VA forms for benefits, insurance, and other reasons

The Release of Information Staff is expert in our patients' rights and their medical records.

The Release of Information Office is located on the first floor near the main entrance.

How to Request Information

To request copies of health information, please choose the appropriate forms listed in the column to the right, complete the requested information, sign the form, and mail it to the following address —

VA Medical Center
Release of Information (136D)
1201 Broad Rock Blvd.
Richmond, VA 23249

Because requests cannot be processed over the phone or without an original, handwritten signature on the appropriate form listed in the column to the right, requests must be mailed, submitted in person or submitted through MyHealtheVet Secure Messaging.

Requests for records are processed in the order they are received. Requests for older health information may require requesting your record from storage. Also, requests for a copy of the entire medical record may take longer than normal to process. Please allow at least 20 business days to process your request. If specific information is needed, please indicate this on the request. The process could take considerably less time when only portions of the medical records are requested.

Requests for Deceased Veteran's Medical Records

The Richmond VA Medical Center, Release of Information Office handles all requests for Patient Medical Records of deceased Veterans.  Records on deceased veterans are not protected by the Privacy Act once the patient expires.

In order to properly process your request the ROI section will require:

  • A request in writing signed by the next of kin (NOK).  It is suggested VA form 10-5345a be used to submit the request
  • A copy of the death certificate of the deceased individual
  • If the request is for insurance purposes, the insurance agency may submit a request in writing to the Release of Information Office.   It is recommended the insurance agency use VA form 10-5345 to obtain the authorization to release information from the next of kin.
  • The next of kin may also use VA form 10-5345 to release information to an insurance company

When a Veteran dies can their immediate family obtain certain records to cover insurance and burial arrangements?

Yes. When a Veteran dies the Privacy Act no longer applies. Under HIPAA, the personal representative has the same rights as the deceased individual, however Title 38 U.S.C. §7332-protected information cannot be disclosed. A personal representative is the Executor of the Estate, legal guardian, a durable Power of Attorney only if the POA is specific to allow for disclosure after death, or it could be NOK if authorized by State law. A family member who is not the personal representative can make a FOIA request for the record and the only information that they will not receive is the 38 U.S.C 7332 protected information (unless the 7332 information is for survivor benefits) and any information that is considered a personal invasion of other family members that may be noted within the decedent’s health record.

Fees

There is no cost to send copies directly to another health care provider. If copies are for a patient's personal use, photocopying fees may be assessed.