Medical Records

Arbour Hospital securely maintains medical records in accordance with federal and state regulations. Your health information is private, which is why we call it “Protected Health Information” (PHI). The basis for federal privacy protection is the Health Insurance Portability and Accountability Act (HIPAA) and its regulations, known as the “Privacy Rule” and “Security Rule” and other federal and state privacy laws.

Frequently Asked Questions About Medical Records

Simply follow these steps:

Arbour Hospital
Attn: Medical Records Department
49 Robinwood Ave
Jamaica Plain, MA 02130
Fax: 617-390-1574

Once your records are processed, you will be notified and may then pick up a copy of your medical records in person at the hospital or have them mailed to your home address. If you pick up your records in person, you will be required to present your photo ID. You may send a representative to obtain your records only if they are listed on the authorization form under “information to be used or disclosed by.” Your representative must present their ID when picking up.

Your medical records are the property of Arbour Hospital and are kept by the hospital for patient care purposes. Although these records are maintained for your benefit, the physical records (paper or electronic) are the property of the hospital.

You may request copies of the medical records of yourself, your minor child or someone for whom you are the legal guardian or hold a Durable Power of Attorney for Healthcare.

Proof of legal guardianship or a Durable Power of Attorney for Healthcare must be provided. A Durable Power of Attorney for Healthcare is only effective if a physician determines the patient is unable to act on their own behalf.

A spouse or child can request the medical records of a deceased patient if he or she is the executor or administrator of the deceased patient’s estate. Probate court documents naming the requestor as the executor or administrator must be provided. If there is no estate or an estate will not be probated, probate court documents releasing the estate from probate and naming the requestor as the personal representative must be provided.

We use and disclose your PHI during treatment. For example, if we test your blood, a laboratory technician will share the report with your doctor. We also use PHI to follow doctor orders for X-rays, surgical procedures and other treatment-related procedures.

Disclosures are used to carry out payment and healthcare operations and are not required by law. The PHI pertains solely to a healthcare item or service that you or someone else other than the health plan (insurer) has paid in full. In other situations, we are not required to abide by your request. If we agree to your request, we must abide by the agreement.

We may also use or disclose your PHI:

  • When required by law: for example, when ordered by a court.
  • For public health activities such as reporting a communicable disease or adverse drug reaction to the Food and Drug Administration.
  • To report neglect, abuse, or domestic violence.
  • To government regulators or agents to determine compliance with applicable rules and regulations.
  • In judicial or administrative proceedings as in response to a valid subpoena.
  • To a coroner for purposes of identifying a deceased person or determining cause of death, or to a funeral director for making funeral arrangements.
  • For purposes of research when a research oversight committee, called an institutional review board, has determined there is a minimal risk to the privacy of your PHI.
  • For creating special types of health information that eliminate all legally required identifying information or information that would directly identify the subject of the information.
  • In accordance with the legal requirements of a Workers’ Compensation program.
  • When properly requested by law enforcement officials, for instance in reporting gunshot wounds, reporting a suspicious death, or for other legal requirements.
  • If we reasonably believe that use or disclosure will avert a health hazard, or to respond to a public safety threat including an imminent crime against another person.
  • For national security purposes including to the Secret Service or if you are Armed Forces personnel and it is deemed necessary by appropriate military command authorities.
  • In connection with certain types of organ donor programs.

Pursuant to Massachusetts General Law Ch 105, § 140.302, we must retain medical records of the diagnosis and treatment of patients under our care for a minimum of 20 years after the discharge or the final treatment of the patient.

Copies of medical records are provided to your physician at no charge for continuum of care. You will need to complete a written authorization form to have your medical records faxed, emailed or mailed to your provider. You must include the name, address, and/or fax number of the healthcare provider in the appropriate section of the authorization form.

Pertinent information that will be disclosed to your healthcare provider for continuum of care will include, as applicable: Face sheet, discharge/aftercare plan, medication reconciliation, patient advance directives acknowledgement, psychiatric evaluation and the discharge patient education acknowledgement. If specifically requested, discharge summary, history and physical, consultation and diagnostic test results are also available.

You may fax your request to 617-390-1574.

There is no charge for providing your records to the Social Security Administration for disability claims. The record request for social security disability claims must be accompanied by a supporting letter from the Social Security Administration.

We are not currently requiring any fees for Medical Records at Arbour Hospital.

Your medical records do not contain billing statements. Our business office can provide you with this information at 617-390-1588.

We do not release anything verbally without a signed consent.

Know Your Rights

Your right to know who else sees your PHI:

You have the right to request an accounting of certain disclosures we have made of your PHI over the past six years, but not before April 14, 2003. We are not required to account for all disclosures including those made to you, authorized by you, or those involving treatment, payment, and health care operations as described above. There is no charge for an annual accounting but there may be charges for additional accountings. We will inform you if there is a charge and you have the right to withdraw your request or pay to proceed.

Right to amend your PHI:

If you disagree with your PHI within our records, you have the right to request, in writing, that we amend your PHI when it is a record that we created or have maintained. We may refuse to make the amendment, and you have a right to disagree in writing. If we still disagree, we may prepare a counter-statement. Your statement and our counter-statement must be made part of our record about you.

Right to confidential communication:

You have the right to receive confidential communications of PHI from the hospital at a location you provide. Your request must be in writing, provide us with the other address, and explain if the request will interfere with your method of payment.

Right to revoke authorization:

You may revoke, in writing, the authorization you granted us for use or disclosure of your PHI. However, if we have relied on your consent or authorization, we may use or disclose your PHI up to the time you revoke your consent.

Right to inspect and copy:

You have the right to inspect and copy your PHI (or an electronic copy if the PHI is in an electronic medical record) if requested in writing. We may refuse to give you access to your PHI if we think it may cause you harm, but we must explain why and provide you with someone to contact for a review of our refusal.

Right to be notified of breach:

You have the right to be notified following a breach of unsecured PHI.

Right to obtain a paper copy of this notice:

You have the right to obtain a paper copy of this notice upon request, even if you have agreed to receive the notice electronically.

For Patients and Families

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We’re here to help you now.

If you or a loved one needs any of the services from Arbour Hospital, don’t hesitate to reach out to us right now. Give us a call at 617-522-4400 to learn more and get started on a journey to better mental health.