How can I request Billing and/or Medical Records?
To request copies of Billing and/or Medical Records, please submit a HIPAA compliant patient authorization and request to Cape Fear Valley Health, Attn. Release of Information using one of the following methods.
Fax
Patient requests 910-615-6925; all other requesters (855) 370-3872
Cape Fear Valley Health
Attn: Health Information Management Department
1638 Owen Dr.
Fayetteville, NC 28304
All requests for medical records must be fully completed and signed by the patient or patient’s representative. Please indicate on the request letter and patient authorization the dates of service for treatment and where the patient was treated.
If the patient is under 18 or an incompetent adult, a parent or legal guardian must sign the consent release. With your signed authorization request, please include a copy of your government-issued photo ID and any legal documentation giving evidence of your right to request information on the patient’s behalf.
All legal guardians will be asked to provide documentation of legal guardianship.
If a patient is deceased, the legally appointed executor of an estate or next of kin must consent to the release along with supporting documentation. Deceased patient records are protected under HIPAA laws and require specific documentation to be submitted in addition to a signed authorization request.
Please submit one of the following documents from the office of the Clerk of Court:
- Letters of testamentary.
- Affidavit of Next-of-Kin or Affidavit of Next of Kin along with a copy of a document showing evidence the requester is next-of-kin such as a birth certificate, death certificate, or obituary.
- Letters of administration.
Federal privacy laws prohibit Cape Fear Valley Health from providing protected health information pursuant to an authorization unless the authorization meets the requirements set forth in the Health Insurance Portability and Accountability Act (“HIPAA”) 45 CFR § 164.508(c).
It is encouraged that you use CFVH request form to expedite the processing of the records. (link to our Authorization to Release Protected Health Information form in English and Spanish.)
Healthcare Power of Attorneys and Durable Power of Attorneys
Cape Fear Valley Health recognizes valid Power of Attorney (POA) and Healthcare Power of Attorney (HPOA) documentation. However, the POA documentation must specifically allow for the POA to act on behalf of the patient in medical situations and involving their medical records. The HPOA must submit a letter from the patient’s primary care provider confirming the patient lacks the capacity to act on their own behalf, in addition to the legal document. Please note that a POA/HPOA is invalid after a patient is deceased.
How do I have my Medical Records sent to my new physician?
Please request your new physician to submit a formal request for records on a copy of their letterhead to mroroi@capefearvalley.com. We will forward the requested medical records directly to them at no cost to you.
Can you give me my Medical Record information over the phone?
No. Our medical records request process ensures your medical records are safe, confidential, and protected, while providing you ready access when needed.
Patient Requests for Medical Records from MyChart
Patients can immediately access some provider notes, medical test results, lab reports, immunization records, billing information, and appointments through the MyChart Patient portal. If documents are requested from the MyChart Patient Portal, you will receive them within 1 hour.
How do I contact technical support for Cape Fear Valley Health MyChart?
To contact technical support for MyChart, please call (910) 615-5555.
How long will it take to receive my Medical Records?
Please allow 7 – 10 days for this process after receiving the request. In certain instances, it can take up to 30 days.
How will the information I requested be sent to me?
For your convenience, we offer electronic delivery, or records can be mailed to the address listed on the authorization.
May I pick up my Medical Records?
You may come onsite to retrieve your medical records during designated times. Please call the facility to inquire availability. Generally, the requested information can be provided information within 24 hours from initial requests. Requests that include voluminous pages or older dates of service may require additional processing time.
Will I be charged a fee for my Medical Records?
Associated fees are determined by both the nature of your request and the format you choose for your records to be delivered.
Cost for Paper and Electronic Copies of your Medical Record:
Record requested and delivered through the MyChart Patient Portal – No Charge
Records are sent directly to another healthcare provider – No Charge
Records delivered to the patient via email, mail, fax, or in-person – $6.50 plus tax
Records are delivered to an insurance company, attorney, or third party. The applicable fee will be charged to the requester.
Why have I received an invoice for the information I requested?
Invoices for medical records follow HIPAA and state laws. We will notify you of required fees prior to release of your requested information.
How do I pay the invoice I received from Cape Fear Valley Medical Center?
Payments for medical records can be submitted to the following address:
Cape Fear Valley Health
Attn: Health Information Management Department
1638 Owen Dr.
Fayetteville, NC 28304
Or
MRO Corporation
1000 Madison Ave Unit 100
Norristown, PA 19403
Credit card payments can be accepted by calling Customer Service at (610) 994-7500.
Please reference your ROI ID or Invoice Number when making payment.
We make every effort to release requested information within 1-2 business days of receiving payment. If you feel sufficient time has passed, please contact our team at (910) 615-6787 to further assist you.
How do I update incorrect information in my Medical Records?
Please complete, date, and sign the Cape Fear Valley Request for Amendment of Health Information form and fax the form to (910) 615-6925.
Can I restrict who has access to my personal health info?
You have the right to request a restriction for access to your protected health information. Please complete the Right to Request Restrictions on Protected Health Information form and fax it to (910) 615-6925.
What is included in Behavioral Health Medical Records?
Behavioral health medical records for patients treated in the hospital or by behavioral therapists as outpatients are considered sensitive in nature and require approval by the attending provider to release these records. The provider reserves the right to approve all, some, or none of the records. Providers may deny access to behavioral records if they feel it could endanger the patient. These requests will have an extended turnaround period.
Can I obtain an EHI Export for myself or someone else?
Over the past few years, Cape Fear Valley Health has worked with their Health IT teams to comply with a rule that requires we give patients more immediate access to their healthcare data through MyChart. This helps patients make informed decisions about their care and reduces the risk of information blocking. The next phase of the rule, referred to as EHI export, states that health IT teams must store electronic health information (EHI). Health IT teams following this criterion must provide their customers with the capability to efficiently export single and multi-patient EHI* in a secure and timely manner. The next phase of the rule went into effect Dec. 31 allowing patients to request an EHI Export in a machine-readable format.
*EHI refers to “electronic protected health information” (ePHI) to the extent that it would be included in a designated record set as defined in 45 CFR 164.501. EHI does not include psychotherapy notes as defined in 45 CFR 164.501 or information compiled in reasonable anticipation of, or for use in, a civil, criminal, or administrative action or proceeding. The EHI definition represents the same ePHI that an individual would have the right to access under the HIPAA Privacy Rule.
If you need to request an EHI Export for your information in a machine-readable format, please complete the Authorization form and enter EHI Export in the Other field.
*EHI might require special software in order to turn machine-readable data into readable data.
Requesting a copy of a birth or death certificate
Please contact the County Register of Deeds Offices to obtain birth and death certificates. Cape Fear Valley Health System does not provide copies of birth or death certificates.
Requests for Birth Certificates:
The Cumberland County Register of Deeds Office can be contacted at (910) 678-7795. www.ccrod.org
All home births are to request a birth certificate from the Register of Deeds of their county.
Requests for Death Certificates:
Bladen County Register of Deeds Office
- Phone: (910) 862-6710
- Address: 166 E Broad Street, Elizabethtown, NC 28337
- Website: www.bladenncrod.org
Cumberland County Register of Deeds Office
- Phone: (910) 678-7795
- Address: 117 Dick St Ste 114, Fayetteville, NC 28301
- www.ccrod.org
Harnett County Register of Deeds Office
- Phone: (910) 893-7540
- Address: 305 W Cornelius Harnett Blvd #200, Lillington, NC 27546
- Website: www.harnett.org/deeds/
Hoke County Register of Deeds Office
- Phone: (910) 875-2035
- Address: 113 Campus Avenue, Raeford, NC 28376
- Website: www.hokencrod.org
Other Information You May Need to Know
If the patient is under 18 or an incompetent adult, a parent or legal guardian must sign the consent release. With your signed authorization request, please include a copy of your government-issued photo ID and any legal documentation giving evidence of your right to request information on the patient’s behalf. For additional information, please consult our FAQ page.
If a patient is deceased, the legally appointed executor of an estate or next of kin must consent to the release along with supporting documentation. Deceased patient records are protected under HIPAA laws and require specific documentation to be submitted in addition to a signed authorization request.
It is encouraged that you use CFVH request form to expedite the processing of the records. (link to our Authorization to Release Protected Health Information form in English and Spanish.)
Please consult our FAQ page for additional information.