Frequently Asked Questions
- How do I get copies of a Medical Record?
- How do I file a Birth Certificate?
- How do I get a copy of the Birth Certificate after I have left the hospital?
- How do I file for Paternity?
- What is an Audit of Access and how do I initiate one?
- As an employee how do I obtain permission to View Electronic Information in CareWeb of a family member?
From Clinicians:
- Which Medical Record documents are located online and/or in the paper Medical Record?
- How do I request a historic paper medical record?
- Where do I find more information about Document Imaging Training, Tools & Templates?
- What do I do if a patient has more then one registration number?
- Why aren’t all document names available for local imaging or Point of Care (POC) Scanning?
- How do I obtain access to UMHS computer systems?
- How do I report a patient with potential multiple registration numbers?
- How do I access the list for approved Medical Abbreviations?
- How do I request a new form to be added to the Medical Record?
- What can the Document Design & Classification Unit in Mid-Service do for me?
- What are your roles and responsibilities if you request a template, paper form, doc type or service?
- How do I get a new form approved?
- What can I expect when I submit a paper form for approval?
- How long does it take to get a form approved?
- Why is it important to get forms approved and why is it important to use the most current version of a form?
- Who do I contact with questions about medical record documentation I created via dictation?
How do I get copies of a Medical Record? To request that copies of UMHS health information be sent to someone outside the University of Michigan Health System (including the patient) use this form:
Requests for medical records may be
- Deliveredto any University of Jichigan Hospital or Health Center registration desk
- Mailed:
Rev. Cycle Mid-Service
ATTN: Release of Information
3621 S. State St.
700 KMS Building
Ann Arbor, MI 48109-2435 - Faxed: 734-936-8571
For more information relating to costs of obtaining records or for more specific questions, go to our Obtaining Medical Records navigation tab located at the top of this page or call Release of Information at (734) 936-5490.
How do I request a historic paper medical record? The historic paper Medical Record can be requested by calling the Document & Record Management Unit @ 734-936-5350. They will request the historic record from storage and the information will be imaged into MiChart.
How do I file a Birth Certificate? In order for a birth certificate to be filed by the hospital, a birth certificate worksheet must be completely filled out and ready to be picked up prior to discharge. The baby's name must be included in this information. The hospital will then file the birth certificate with the Washtenaw County Division of Vital Records.
The hospital will provide the parent(s) with a Proof of Birth Verification. This can be used for insurance, Social Security, Medicaid, and WIC purposes.
If you have any other questions, please contact Birth Certificates at (734) 936-7481.
How do I get a copy of the Birth Certificate after I have left the hospital? To obtain a copy of the birth certificate after discharge, you must order one from Washtenaw County. They are available from the county 4 to 6 weeks following delivery. For more information and online order forms, please contact the Washtenaw County Clerk’s Office of Records and Deeds at 734-222-6720.
How do I file for Paternity? All unmarried mothers who wish to have the father of their baby's name on the birth certificate will have to complete the Affidavit of Parentage. This form can be completed in the hospital and it is required that it be done in the presence of a Hospital Notary.
If the mother wishes to establish paternity after discharge from the hospital, she will then apply to the Washtenaw County Clerk for an Affidavit of Parentage and a birth certificate correction form. These are required to be filed with Vital Statistics in Lansing and the parent will be charged a $50 fee for this service.
What is an Audit of Access and how do I initiate one? An Audit of Access is a process that is used to determine if a patient's private health information (PHI) has been improperly accessed by an employee of UMHS. If a patient wishes to initiate an audit of access, they must contact Patient Relations at (734) 936-4330. If a manager/supervisor wishes to initiate an audit of access for an employee they believe is accessing information improperly, they must contact their Human Resources representative.
For detailed information on the Audit of Access process, please refer to the Michigan Medicine Patient Request for Audits of Access to Medical Record and/or PHI Policy, 01-04-337
Which Medical Record documents are located online and/or in the paper Medical Record? UMHHC has a hybrid medical record, comprised of both paper-based and on-line information. In general, information exists in one form or the other, not both.
What do I do if a patient has more then one registration number? With questions about submitting potential duplicate registration numbers or for help call:
734-615-7719 or 734-936-5355. When a duplicate registration submission is received, Health Information Management staff members review demographics, old records, microfilm and online records to determine if the potential duplicate numbers belong to the same patient. If so, the two numbers are combined in the PM system and all medical records systems are then updated, including hard-copy medical records.
Why aren't all document names available for Local Imaging or Point of Care (POC) Scanning? Local Imaging or Point of Care (POC) Scanning is restricted because of the complexity of the imaging processes. Centralized document imaging refers to the imaging that takes place at the 700 KMS Place, where HIM is located. This imaging is done by a vendor that specializes in imaging and indexing medical record documents and can index the documents more accurately. Point of care scanning is limited to approximately 90 document types that are time-critical. Click here for the full list of POC imaging doc type names. If your document type is not on this list, and you believe that your document is time-critical, please fill out an Imaged Document Name Request form.
Here are the next steps.
- Complete a request form must be completed for each requested document name wanted for local imaging or Point of Care Scanning (POC).
- The request form must be e-mailed to the address shown on the form. Be detailed on the form.
- Send example(s) of actual document(s) (with patient identifiable data redacted) that you wish to image in at POC.
- Mid-Service will contact you, the requestor, with the results of the review.
- If approved, Mid-Service will submit the information to the MCIT and MiChart teams who will make the approved name(s) available for POC scanning.
How do I obtain access to UMHS computer systems? For internal HIM employees, access to systems is requested through your immediate supervisor/manager. This should be done prior to or on your first day of work by your manager and nothing should be required of you. But, if there is something that you are needing after employment begins, your supervisor/manager will contact the department's authorized signer to submit a request..
For employees of departments outside of HIM, you should contact your department's authorized signer to set up access through MCIT.
How do I access the list for approved Medical Abbreviations? UMHS has a license agreement with MEDABBREV.com. for a listing of all approved medical abbreviations.
How do I request a new form to be added to the Medical Record? There is currently a policy at UMHHC that sets guidelines for new forms in the medical record. Please go to UMHS Medical Record Requirements Policy, 03-09-001 for the proper procedures for adding forms to the medical record.
What can the Document Design & Classification Unit in Mid-Service do for me?
We will work with you to find the best way to document information. We can discuss options like dictation, create doc, and paper forms. We will work with you on designing a form and we will contact other departments like billing and legal for approval. We can help you identify the most efficient and cost effective way to document.
What are your roles and responsibilities if you request a template, paper form, doc type or service
You must be able to represent the department, research workflow prior to submitting request, communicate process change(s) to the department and institution, coordinate training (if needed) and ensure all appropriate forms have been completed and signed.
How do I get something approved?
To start the process please fill out the Medical Record Documentation Change request form and email it to HIM-Forms-Management@med.umich.edu You may also contact us at 734-936-5340.
What can I expect when I submit a paper form for approval?
Forms Review Process.
How long does it take to get a form approved?
Depending on the type of form it is it can take 2-8 weeks. Due to the complexity of consents it may take longer.
Why is it important to get forms approved and why is it important to use the most current version of a form?
Forms are approved and updated for many reasons. Reasons include increasing user friendliness (for both practitioners and patients), comply with Joint Commission, CMS, state law, third party payer requirements, and meet the health record management standards. With paper forms, the approval process also ensures that the form is indexed correctly in the patients record under imaged docs.
If you do not see an answer to your question on this page or anywhere else on our Web site, please e-mail us at HIM-Ask-Us@med.umich.edu and we will post an answer to your question as soon as possible as well as send a reply to your e-mail. You may also contact us at (734) 734-936-5340.
For general inquiries or comments, call 734-936-5340 or e-mail HIM-Ask-Us@med.umich.edu.
