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Release of Information

OMR carefully controls release of medical records to make sure your privacy is protected

At OMR, patient privacy is very important to us. That’s why we take great care to abide by all relevant privacy and confidentiality standards and to make sure HIPAA protections remain in place throughout the request, transfer, and delivery of your medical records.

In order to use our service to retrieve medical records, you must fill out an official Release of Information Authorization Form. This form authorizes your physician, hospital, or other treatment provider to complete the release of medical records with us as your intermediary.

Who Can Sign for Release of Information?

In most cases, each individual must fill out and sign their Release of Information Authorization Form themselves. Some exceptions include:

  • Incapacitated individuals – The person who holds power of attorney may sign on behalf of a mentally or physically incapacitated patient
  • Minors under 12 – Parents or guardians may complete forms for minors under 12
  • Minors between 12 and 17 receiving psychiatric or substance abuse treatment – Parents or guardians may sign forms for release of medical records related to these treatments only
  • Deceased patients – An executor or other estate representative may request records belonging to a deceased individual

What Information Is Required for Release of Medical Records?

Once authorized, we typically need the following information in order to complete a medical records request:

  • Patient name, date of birth, and ID number
  • Name and contact information for entity holding the records
  • Dates of treatment
  • Type of records requested

Does Release of Information Ever Happen Without Authorization?

Yes, there are four scenarios in which release of information may occur without your specific consent:

Emergency Treatment

If you need emergency care, an ER doctor may need to request and view your medical records in order to make the best possible treatment decisions.

Insurance Payment

Before your insurance company pays out on a claim, they typically review your medical record to verify the procedure was necessary.

Random Quality Control Checks

In order to receive accreditation, healthcare organizations must comply with audits and quality control checks from the accrediting organization. Your records could possibly be included in a random sample of records used for this purpose.


If your physician or medical facility receives a subpoena for your records, they will release them in order to comply with the law.

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