Does The Vancouver Clinic charge for records?
Yes, in some cases. Please contact the Release of Information Department at (360) 397-3638 for details and see the Fee Schedule in the tab to the right.
If I want my records mailed, how long does it take?
It typically takes 7-10 days to receive records from the date requested.
If I want to pick up records, where do I go?
The Medical Records Release of Information Department
13898 NE 28th Street, Suite B-109, Vancouver, WA 98682
Phone: (360) 397-3638 | Fax: (360) 604-1714
Walk in Hours: 8am – 5pm, Monday – Friday
Do I need to bring picture ID?
If I want my records sent to another facility, what form do I use?
Authorization to Use or Disclose Protected Health Information (Release to a Third Party) (see above in Downloads & Resources)
If I want a copy of my own records, what form do I use?
Patient Request for Records (see above in Downloads & Resources)
If I want to authorize The Vancouver Clinic to discuss my medical information with another individual of my choosing, such as my spouse, caregiver or children, what form do I use?
Authorization to Discuss Protected Health Information (see above in Downloads & Resources)
If I want to come in and look at my medical records, how do I set up an appointment?
Call the Health Information Supervisor at (360) 397-4433.
Will The Vancouver Clinic request records from another facility on my behalf?
Due to the wide variance of requirements involved, generally we do not. If you want records transferred from another facility, please contact that facility directly. If you are unable to obtain your records, contact the Health Information Supervisor for assistance at (360) 397-4433.
If I want to know if my records have arrived, who do I call?
The Medical Records Department at (360) 397-3611.
Can I transfer my records to The Vancouver Clinic before I have an appointment scheduled?
Yes.If the patient is not registered in our system we will hold the records for 30 days.
Can I walk in to the Medical Records Release of Information Department?
Yes, we accept walk-ins from 8am to 5pm Monday through Friday.Please bring picture ID.
If I requested both paper records and radiology images, will they come together?
No, imaging CD’s are mailed separately from the Imaging Department.
Can I request records of my minor child?
Can I request the records on behalf of someone I am authorized to represent (i.e. Power of Attorney)?
Yes, a copy of the POA – which must be a HealthCare/Medical POA, is required.
Can I request records of a deceased family member?
Yes, if you are a person with legal authority to act on behalf of the decedent or the estate, or have authority to make health care decisions (i.e. HealthCare POA). Examples: Executor, or Administrator of the estate, HealthCare/Medical POA, Next of kin. A copy of the death certificate is required.
As a parent/legal guardian of a Diminished Capacity minor, is there a way to maintain proxy access to my child’s MyChart@TVC account past the age of 13?
Yes, if Diminished Capacity can be established and the need for proxy access verified.Diminished Proxy Access can only be established by contacting the Medical Affairs Department at (360) 397-3150.
If I have trouble logging into MyChart@TVC account, or need my password reset, who do I call?
Call the Patient Service Center at (360) 882-2778.
If I have court/legal documents regarding custody (parenting plans), adoption, guardianship, POA, Advanced Directives, etc. does The Vancouver Clinic need copies?
Yes, when it comes to release of information these documents are necessary to help us to verify who is and who is not authorized to receive medical records.
Can my ex-spouse still get copies of my children’s records?
Yes, unless their parental rights have been legally removed. Only a court can restrict a parent’s access to the child’s medical records.If parental rights have been revoked, court papers are required for verification.