Health Information Management

Access your health record with
YRMC CareConnect

Health Information Management (HIM) – also called Medical Records – manages patient health records for Yavapai Regional Medical Center (YRMC). Our HIM team is committed to protecting and maintaining health records to support the delivery of patient care. The HIM team:

  • Manages all YRMC inpatient and outpatient health records
  • Provides information for birth certificates and death certificates
  • Assists with amendments to health records
  • Oversees the appropriate release of information related to care provided to YRMC patients at all YRMC inpatient and outpatient locations—YRMC East, YRMC West, YRMC Del E. Webb Outpatient Center and YRMC Wellness Center
  • Helps patients set-up their personal accounts to access their health records online through YRMC CareConnect
Located at both YRMC East and YRMC West, the HIM Department is available Monday through Friday, 8:30 am - 5:00 pm.

Do you need a copy of a health record? HIM releases copies of patient health records if they include a complete and valid Authorization to Disclose Protected Health Information (PHI) signed by the patient or his or her legal representative. The signed authorization must meet the requirements outlined in the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and Arizona State Statute. People age 18 and older (or under the age of 18 but considered an emancipated minor) have the authority to release medical information on their own. Here are instructions to help you request health information:

Accessing Your Health Record Online

If you have a YRMC CareConnect account and want to access your hospital health record online, please go to YRMC CareConnect. If you would like online access to your YRMC hospital health record and wish to establish an account, please call the Health Information Management Department.

Please Note: If you are a patient of Yavapai Regional Medical Group and wish to access your medical records, please go to the PhysicianCare Patient Portal.

Patient or Family Member Request for Health Records

To request copies of health records, complete an Authorization to Disclose Protected Health Information. Use the following checklist to complete your health record request. Check your request carefully before submitting it. If it’s unsigned or incomplete, your health record request could be delayed. Also, depending on the request, there may be copying fees.

  • Select the format: paper or electronic
    • Do you want a paper or electronic version (CD) of the health record? Please make a note of your preference on the authorization form. If no preference is included, we’ll provide a paper copy.

     

  • Highlight urgent requests or special handling
    • Is your request urgent or do you have special handling needs? Please include this information on the authorization form.

     

  • Provide photo identification
    • Please provide one of the following forms of identification with your request (all identification must be valid and current):
    • Driver’s License
    • Employment ID
    • Military ID
    • School ID
    • State-Issued ID
    • Veteran’s Administration ID
    • Passport

     

  • Include important documents
    • Please include the following documents, if they apply:
    • Power of Attorney for Healthcare
    • Legal Guardianship Papers
    • Court Documents Establishing Emancipation
    • Divorce Decree
    • Death Certificate
    • Executor of Estate

     

  • Note if you’re picking up health records in person
    • If you want to pick up the health record from the HIM Department, please indicate this on the authorization form. Be sure to include a daytime phone number so we can call you when the health record is ready.

     

  • Submit the authorization form
    • There are three options for submitting the authorization form:
    • deliver
    • fax
    • mail
    • e-mail – Please contact us at (928) 771-5657 for an e-mail address

    You may deliver the authorization form to the HIM Department at YRMC East or YRMC West during office hours (8:30 am - 5:00 pm). Here are the addresses, along with mailing and faxing information:

    Release of Information
    Health Information Management Department
    YRMC East
    7700 East Florentine Road
    Prescott Valley, Arizona 83614
    Phone:  (928) 442-8657
    Fax:  (928) 442-8658
    Location Map

    Release of Information
    Health Information Management Department
    YRMC West
    1003 Willow Creek Road
    Prescott, Arizona 86301
    Phone:  (928) 771-5657
    Fax:  (928) 771-5785
    Location Map

     

  • When to expect your health records
    • In most cases, records are sent by U.S. mail. If you need health records for a medical emergency, we will fax the health records directly to a physician or medical facility. Please allow three working days after we receive your request to prepare the records. While the law allows 30 days, our HIM team makes every effort to honor your requested time frame. In some cases, there may be a delay in processing requests due to health record completeness at the time of the request.

     

  • Amendment of Medical Information
    • If you review your health record information and believe that information is incorrect or incomplete, you may ask YRMC to amend your record. YRMC asks that requests for amendments to medical records be submitted in writing to:

    Amendment of Medical Information
    Health Information Management Department
    YRMC West
    1003 Willow Creek Road
    Prescott, Arizona 86301
    Phone:  (928) 771-5657
    Fax:  (928) 771-5785

    For more information, please review the Yavapai Regional Medical Center Privacy Notice.

     

  • Birth or Death Certificates
    • While YRMC gathers information for the process of registering a birth or death, certified copies of birth or death certificates must be requested through the Arizona Department of Health Services Office of Vital Records.

    Arizona is a “closed record” state which means that vital records are not public record. Arizona law restricts the public’s access to vital records to protect the confidentiality rights of its citizens. Additionally, to request a birth or death certificate, you must be 18 years of age or older and must meet certain eligibility requirements.

    Office of Vital Records
    Arizona Department of Health Services
    P. O. Box 3887
    Phoenix, Arizona 85030
    (602) 364-1300
    1-888-816-5907

     

  • Advance Directives
    • Advance directives are an important part of healthcare preparation. These can include a living will, medical power of attorney, mental health power of attorney or a combination of all three. Here are sources to assist you:

     

Non-Patient Requests for Health Records (Non-Staff Physicians, Healthcare Providers, Legal Requests, Insurance)

If needed, please complete an Authorization to Disclose Protected Health Information (PHI) for the following:

  • Emergency requests
    • Please fax the request with “stat” to indicate top priority to (928) 771-5785. Emergency requests usually apply to hospitalized patients for whom the information is critical to the care or service being provided.

     

  • Non-staff providers and requests for continuation of care
    • Please mail or fax your request, including, if needed, the patient’s authorization. Be specific regarding the information you’re requesting so our team can provide you and the patient the best service possible. Unless otherwise noted, your request will be returned within one business day. If your request requires a faster response, please note that and we’ll do our best to meet your needs.

     

  • Submit your requests
    • Please submit a complete request – by mail or fax – including the following document or information:
    • Patient authorization
    • Purpose of the request
    • Information required to meet your request
    Release of Information
    Health Information Management Department
    YRMC West
    1003 Willow Creek Road
    Prescott, Arizona 83601
    Phone:  (928) 771-5657
    Fax:  (928) 771-5785

     

  • When to expect your health records
    • In most cases, records are sent by U.S. Mail. If you need health records for a medical emergency, we’ll fax the health records directly to a physician or medical facility. Please allow three working days after we receive your request to prepare the records. While the law allows 30 days, we make every effort to honor your requested timeframe. If it’s incomplete, your health record request could be delayed.