“Honest and true caring and compassion from an excellent staff! Everyone from the cafeteria thru to the nursing staff. Truly makes a difference in the stress of having a loved on in the hospital!”
LEE D.
What is Health Information Management (HIM) – also known as Medical Records?
Health Information Management (HIM), also known as medical records, is the practice of acquiring, analyzing, and protecting digital and traditional paper medical information vital to providing quality patient care. It’s a combination of business, healthcare, and information technology.
HIM staff are tasked with understanding the workflow process in healthcare organizations and are vital to the daily operations management of health information and electronic health records (EHR). They ensure a patient’s health information is as complete and accurate as possible, while also ensuring it’s protected.
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 providers involved in the patient's care prior to being copied and released to the patient. This process can take up to 30 days post discharge. The patient or personal representative may receive a copy of his/her medical record, upon completion, once a valid request has been submitted.
Williamson Health Patient Portal
Retrieve your health information via the Patient Portal:
- Visit WilliamsonHealth.org/Patient-Portal and create or sign in to your account.
- View pathology/operative/imaging/ER visit reports, consultation/ER/post-op/progress notes, history & physical, and discharge summary.
- If additional medical records are needed, submit a request via the QR code below or via MediCopy.
Release of Medical Information
(performed by MediCopy | MRO)
Your medical records are the physical property of the healthcare facility that is responsible for their completion. However, the information contained in the record belongs to you. There may be several instances where you or another party may need access to your medical information. You may request a release of your information:
- for your own use,
- for insurance purposes,
- if you are transferring care from one facility to another, or
- if you are at a physician's office or hospital.
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You or a representative may have access to this information after submitting a valid request for records either electronically via email or by fax.
MediCopy | MRO Contact Information:
Operational Hours: Monday – Friday, 8 a.m. – 5 p.m. CT
Phone Hours: Monday – Friday, 7 a.m. – 3:30 p.m. CT
Online request for medical records: MediCopy.net/patients
Email to send a completed PDF medical records request: williamsonhealth@mrocorp.com
Customer Service Online: Chat via text on MediCopy.net
Customer Service Phone: (866) 587-6274
Fax: (844) 723-8244
How To Request A Release of Your Medical Records
You or a representative may request records online via the links below, by the QR code, or by downloading a Release of Information form (English version) / (Spanish version) to complete and fax or email. Once completed, you can email a copy to williamsonhealth@mrocorp.com or fax it to (844) 723-8244. If you are at an office or hospital that needs your records in an emergency situation, the medical staff may call or fax, and the request will be processed immediately.
I am the Patient:
I am a Patient Representative:
I am a 3rd Party Requestor:
You may also scan the QR code above with a phone or tablet to complete your medical records request online.
Once you have requested your medical records from MediCopy | MRO, you will receive an email from Drop Box Sign confirming your request successfully was submitted. Check your Junk Email if you have not received an email confirmation from Drop Box Sign shortly after submitting your request.
Fees/Charges:
Depending on the volume and medical record use, there may be a charge. Charges are based on the state charging guidelines and consumer index.
Release of Diagnostic Images on Disk
Call the Diagnostic Imaging Department to request images on a disk from Williamson Health.
You or a representative may have access to this information after submitting a valid request for records in person to the Diagnostic Imaging Department or via fax.
The Diagnostic Imaging Department is located at Williamson Health:
4321 Carothers Parkway (1st Floor near Outpatient Registration)
Franklin, TN 37067
Phone: (615) 435-5260
Fax: (615) 435-5298
**If you are a facility or caregiver and prefer to electronically obtain the images via PowerShare, contact us at (615) 435-5260.
Employee Health Records for Volunteers and Former Employees
Return the completed form along with either a copy of your hospital ID badge or your driver’s license per the instructions on the release form and your records will be sent via an encrypted email. The encryption link is active for approximately 72 hours from the time Employee Health sends the email. Check your Inbox and Spam folders regularly as we have 7 days to complete the request. It is recommended that you open the encrypted file on a computer vs. cellphone and then save the record to that device.
Employee Health Records for Current Employees
From a Williamson Health computer, badge/log in to access the Williamson Health network intranet page and select the Employee Services tab. Select My Health Records and enter the last 4 digits of your social security number. From there you can select View Report and print if needed.
Patient Vaccination Records
Williamson Health does not manage or release patient vaccination records. If you have been immunized in the State of Tennessee, you can request them from the TN Department of Health Immunization Program or by calling (615) 741-7247.
For more information regarding the Official TN Immunization Certificate, please visit tn.gov.
Birth Certificate and Death Certificate Information
Williamson Health does not manage or release birth or death certificate records. The Tennessee Office of Vital Records reviews, registers, amends, issues and maintains the original certificates of births and deaths that occur in Tennessee in accordance with Tennessee Code Annotated. To find out more about how to obtain an original death certificate or birth certificate, to have a birth certificate corrected, FAQs, paternity testing, and fees associate with this, please visit Vital Records (tn.gov)
Tennessee Vital Records
1st Floor, Andrew Johnson Tower
710 James Robertson Parkway
Nashville, TN 37243
Vital Records Entrance is on the Rosa Parks Blvd. side of the building.
Vital Records Phone: (615) 741-1763
Office Hours: Monday - Friday: 8:00 a.m. - 4:00 p.m. CT
Birth Certificate Processing at Williamson Health
Dear Expectant Parent(s),
The essential information needed to process your new baby's birth certificate is obtained from the responses you provided on the Birth Certificate Worksheet during your visit to our hospital.
Information will be provided to the State of Tennessee for statistical purposes and portions will be printed on the birth certificate. In order to promptly complete your new baby's birth certificate, it is very helpful if the worksheet is completed electronically during your pre-registration process. If you have not decided on a name for your baby, you can provide the name at the time of birth. You can contact your local Department of Health and Human Services and Tennessee Office of Vital Records to name your baby if you do not have a name selected prior to being discharged from our hospital.
Voluntary Acknowledgement of Paternity
If both parents of the baby want the father’s name to be on the birth certificate, please be sure that the father of the baby brings a valid US Government Issued ID. If either parent is under 18 years of age, their parent or guardian must sign our documents as well.