Inpatient & Outpatient Medical Records is located in the basement on the outpatient side of the hospital.
Correspondence/Release of Information: 580-558-2103
Lead Outpatient Coder: 580-558-3834
FAX # 580-558-2756
Q: Is there a charge for a copy of the patient's medical records?
A: Per AR 40-66, a patient is authorized ONE free copy, which includes updates. After that, the charge is $13.25 for search fee and .10 cents a page.
Q: How long does it take to get a COMPLETE copy of the patient's medical records once the release has been complete?
A: Customers must allow between 10-30 WORKING days for this task to be completed.
Q: Is it a requirement that the patient obtain a note from a RACH provider prior to ordering copies of their medical records from civilian sources?
A: Customers must obtain a note from a RACH provider which is provided to the Release of Information clerk.
The note will be attached to the copy of the release form that is maintained in the Release of Information office.
If the civilian source charges for the copies of records, then there will be documentation from the provider.
Q: Does Release of Information staff handle billing for insurance companies for motor vehicle accidents or do pre-admissions?
A: There is an area under the Uniformed Billing Office with handle the Medical Affirmative Claims (MAC) thru JAG.
These claims are the motor vehicle accidents for insurance companies and billing is including in the process.
Pre-admissions for pregnancy are to be sent to the Admissions and Disposition (A&D).
Q: Does a customer need to have a medical Power of Attorney (POA) to get a copy of medical records on a spouse, mother, father, etc?
A: If the customer does not have a release from the patient or has not been declared the guardian, then the customer must provide a POA.
The Durable Power of Attorney MUST state that the individual declared in the POA to handle their affairs will have access to medical
records in addition to the other areas of their affairs.
Birth Certificates Q&A
Q. I FOUND OUT I AM PREGNANT, WHAT SHOULD I DO?
A. Once you reach 25 weeks, you should come to the Admissions office to do your birth packet. This will consist of your admission paperwork and the necessary information for us to complete the birth certificate for your new baby. We are open 24 hours for you to complete this.
Q. I AM GOING INTO LABOR, WHAT DO I NEED TO DO?
A. You will have nothing to do thru Admissions as long as you have completed your pre-admission packet. You simply go upstairs to labor & delivery. Otherwise, your spouse will come down to our office to complete your paperwork. If your spouse is not available, someone will come to your room for you to complete all the necessary paperwork.
Q. WHAT DO I NEED TO DO ONCE THE BABY IS BORN?
A. Once you have delivered, a birth clerk will come to your room to complete and verify the information on your birth questionnaire that was completed during your pre-admit process and will prepare your newbornís birth certificate. If available, your spouse will be asked to come to the Admissions office to verify and sign for the birth packet. Once the signature page is signed, the State of Oklahoma will do the Social Security card for you. However, if your packet does not get signed, you will have to do the necessary paperwork for your newbornís SSN and any corrections on the birth certificate will be your responsibility and will require a $40 payment instead of the standard $15 certificate charge. Our office has 5 days from the birth of the child to mail off the birth information to Vital Records.
Q. HOW DO I ENROLL MY NEWBORN IN DEERS?
A. The enrollment for your new baby is easy. We will give you a complimentary birth certificate when you come to sign for your birth packet. We will also give you the phone number to DEERS. You simply call the number to make an appointment and take your complimentary birth certificate with you to the appointment. Once your DEERS enrollment is completed, you will come to the TRICARE office in the hospital. Your TRICARE paperwork will be completed and you will be given a yellow copy to bring to the Admissions office to make sure the registration for your newborn is completed.
Q. WHAT DO I NEED TO DO IF I WANT TO ADD THE FATHERíS NAME TO THE BIRTH CERTIFICATE?
A. If you are married, you will not have to complete any other forms besides your birth questionnaire. However, if you are not married and have not been married 300 days prior to the birth of your baby, the father of the baby will have to complete a voluntary Acknowledgment of Paternity in order for his name to be listed on the childís birth certificate. If you were married any time 300 days prior to the birth of the baby and your husband/ex-husband is not the father of the baby, then you will have to submit a Denial of Paternity and an Acknowledgement of Paternity. If both forms are not submitted, the husband/ex-husbandís name will be placed on the birth certificate until both forms are submitted or a Court Order of Paternity has been established. If you have further questions regarding this, please come see the birth clerk in the Admissions office.
Q. HOW LONG DOES IT TAKE TO GET THE SOCIAL SECURITY CARD AND BIRTH CERTIFICATE?
A. It takes around 4-8 weeks for these items to come to your mailing address. The birth certificate will be returned to you in your self-addressed, stamped envelope that you sent in with your application packet.
Q. WHO CAN I CALL IF I HAVE QUESTIONS REGARDING MY CHILDíS BIRTH CERTIFICATE?
A. You can always call the Birth clerk in the Admissions office at 580-558-2750, but most of the matters will have to be handled thru Vital Records once the packet has been sent off from the hospital. The number for Vital Records is 405-271-4040.