Health Information Management (Medical Records)

757-668-7221

Our health information management department manages data and records generated from each patient's visit to Children's Hospital. The medical information is used to support patient care services, research and educational activities, health system reimbursement, and other administrative activities. Our health information management department adheres to stringent standards set by the federal government to ensure that patient-specific information is kept strictly confidential.

If you need a copy of your or your child's medical record, please call us Monday through Friday between 8 a.m. and 4:30 p.m. OR mail or fax us a completed authorization. You may need the medical record if you are moving out of the area or need the record sent to another physician.

We have a few guidelines for you to follow before we can release medical information. You can print off and complete the Authorization for CHKDHS to Release PHI form or send us a request in the form of a letter that must:

  • Be in writing
  • Specify that CHKD is given authority to release the information
  • Specify to whom the information is to be provided (name, address, phone number)
  • Identify the patient whose record is to be released (full name, date of birth)
  • Specify the information to be released (dates and type of service)
  • Include the date the authorization was signed, and
  • Be signed by the patient if 18 years of age or otherwise authorized or the patient's legally authorized representative

The authorization can be mailed or faxed to:

Health Information Management
Children's Hospital of The King's Daughters
601 Children's Lane
Norfolk, Virginia 23507
Fax: (757) 668-7625

An authorization form may also be completed in the department. Identification and/or proof that you are the legally authorized representative may be required. A fee is charged for copies of medical records unless the records are sent by the medical record department to another physician for subsequent patient care. In most cases it will take five days to process a request.

Additionally charges are as follows:
$.50 per page for 1-50 pages
$.25 for each page over 50 pages
$1.00 per page for microfilmed records
10% shipping and postage
Shot Records are $5.00.

There is also a small fee for immunization records unless the records are sent to a physician's office.