Medical Records

Medical Record Information 

The medical record is the property of the hospital. The patient does not automatically receive a copy of his/her medical record upon discharge from the hospital. Medical records must be completed by all physicians involved in the patient's care prior to being copied and released to the patient. This process can take up to 30 days. The patient may receive a copy of his/her medical record, upon completion, for a fee.

Patient-related information may also be released to a physician or medical facility for follow-up care of the patient when needed, free of charge. We encourage patients to request medical record information at least 10 days prior to any follow-up care. The physician's office can fax the request to 202-715-4361.

Medical Records Policy

Has It Been More Than 10 Years?
The George Washington University Hospital retains hospital based medical records in accordance with the District of Columbia's Municipal Regulations.

All records are maintained, archived and onsite for 10 years following the date of discharge, after which they are destroyed. This applies to both inpatient and outpatient cases that are hospital-based services.

If the patient was a minor at the time of last visit, records are maintained for a minimum of 10 years or until the person is 22 years of age.

How Do I Receive My Medical Record Information?

Step 1: Authorization Release Forms
The information contained in the patient's medical record is confidential. All requests for release of medical records information must be accompanied by an authorization form and signed by the patient. The form must have an original signature. Download a printable version of the authorization form (PDF):

Step 2: Submit
Please mail or deliver in person to:

Health Information Management Dept.
George Washington University Hospital
Attention: Correspondence
900 23rd Street, NW
Suite G2036
Washington, DC 20037

Electronic Delivery of Records for Patients Only
To receive your medical record information online, please complete steps 1 and 2 above. Be sure to indicate on the authorization form that you want the medical record information sent to you electronically and provide an email address.

Requesting COVID-19 Test Results

Our Medical Records office is able to take requests for COVID-19 positive test results over the phone while individuals are quarantining for 14 days. If you are seeking a copy of your test results while quarantining, you can request them by calling 202-715-5324.

Fees

Federal law permits George Washington University Hospital to assess patients a reasonable, cost-based fee for copies of their records. (See 45 CFR § 164.524(c)(4))

Covered entities and Business Associates impose a cost-based fee, including labor, supplies, and postage when providing patients PHI.  As an alternative to the cost-based fee, HHS has offered a “Safe Harbor” flat fee rate for patients in the amount of $6.50. 

Once the records are ready, you will be notified via mail. Please review the invoice for payment information. Payment may be made by check, credit card or money order. Your requested records will then be mailed to you.

Please note records from another facility contained within the requested records may be released.

Please call 610-994-7500 Ext. 1 to check the status of your request, make a payment or ask any questions.

When Do I Receive My Medical Record Information?

GW Hospital has contracted with CIOX Health to process your request for medical records. Medical Record Information is processed and mailed within 7-10 business days. An invoice (if applicable) will accompany the information. Please make all checks payable to:

CIOX Health
120 Bluegrass Valley Parkway
Alpharetta, GA 30005 

Contact Medical Records

Release of Information

Medical Records
Monday – Friday
8 a.m. – 5 p.m.
202-715-5324

Birth Certificates
Monday – Friday
8 a.m. – 4 p.m.
202-715-4363 or 202-715-4374

Death Certificates
Monday – Friday
Requests will receive a response within 24-48 business hours
202-715-4053, option 3

For Birth Certificates and Death Certificates please contact:

DC Vital Records
899 N. Capitol Street, NE
First Floor
Washington, DC 20002
202-442-9303

www.doh.dc.gov