Frequently Asked Questions

Munroe Regional Medical Center is required under the federal Health Insurance Portability and Accountability Act to obtain an original, complete and properly executed Authorization to Use and Disclose Protected Health Information form (English)  prior to providing a copy of a patient's records to anyone, including the patient. In certain cases, a patient's physician, psychologist or social worker may also be required to approve a request. A Spanish version of the form can be found at this link.

Here are some questions people often ask about medical records:

How to Inspect or Request a Copy of Your Medical Records

Not sure what information you need from your medical record? While many patients request their entire medical record, our experience has shown that the summary information in documents such as Discharge Summaries, Operative Reports, and History and Physicals contain the information most patients are seeking.

Print and complete the Authorization to Use and Disclose Protected Health Information form (English) or the Authorization to Use and Disclose Protected Health Information form (Spanish) . When completing the authorization form:

  • Indicate the dates of treatment for which you are requesting information.
  • Indicate the type of records needed.


Requesting Radiology Images, Telemetry Tapes or Photos

Radiology images, telemetry tapes or photos are not part of your medical record. Your official records contain reports that interpret those images, tapes and photos.

Contact the service that collected the data to request a copy.

To request radiology images, copies of exams and reports of procedures performed at Munroe Regional's Imaging Services Department, call (352) 351-7289.


Submitting a Medical Records Request

When the authorization form has been completed, the request can be submitted by one of the three following methods:

  • Bring the form to:
    Munroe Regional Medical Center
    Medical Records Department
    1530 S.W. 3rd Avenue
    Ocala, Florida 34471
    Hours: Monday through Friday, 8:00 a.m. - 4:00 p.m.
  • Mail the form to:
    Munroe Regional Medical Center
    Medical Records Department
    Post Office Box 6000
    Ocala, Florida 34478
  • Fax the form to:
    (352) 402-5315



Who may inspect medical records?

Patients, or their legal representative, may inspect, obtain copies of, or have copies of their Munroe Regional Medical Center medical records sent to another facility.



Where are medical records inspected?

You may only inspect records within the Medical Records Department at Munroe Regional.



How much does it cost to obtain copies of my medical record?

The fee for copies of your medical record is $1.00 per page and $1.00 retrieval fee per year.



Can my medical record be mailed?

If the medical record is being mailed to you, you will be charged for mailing costs.



Can my medical record be sent to another medical facility or office?

Yes, and all fees are waived if you request your records be sent to another medical facility or office.



How long will it take to receive my copy?

Please allow 5 working days for your request to be processed.



Can I pick up my copies?

Yes. If you plan to come to the Medical Records Department to pick up your request, please bring a photo ID.



Can someone else pick up my copies?

If an individual other than the patient is picking up a request, then that individual will need an original signed authorization letter from the patient and a photo ID.


Contact UsContact Us

Munroe Regional Medical Center (directions)
1500 S.W. 1st Avenue
Ocala, FL 34471

Health Resource Line & Community Health Information
M-F 8:30am - 5:00pm
(For emergencies, call 911)