We share our suggestions for ordering neurological records from Tulane.
GENERAL GUIDELINES
As noted in our generic instructions for ordering neurological records from any institution, the brain bank:
- now requires that records be at the brain bank prior to the passing of the intended brain donor
- neurological records ONLY are needed. No primary care physician records or hospice records. In the cases of Parkinson’s Disease, only the most recent 6-8 years of records are needed.
- it is always easiest to download neurological records via the online patient portal. If you don’t have access to the online patient portal, records must be ordered from the medical records office or clinic. Records can be sent from medical records offices or clinics directly to the brain bank. One advantage of this approach is that there may be no fee to the family. One disadvantage of this approach is that the family has no real way to confirm that records have been sent.
- ideally, records should be sent to the brain bank by email or posted to the cloud for download by the brain bank. Second choice is by fax. Third choice is by mail with tracking. Last choice is by mail with no tracking.
- ordering records and following up with the medical records offices or clinics is the family’s responsibility
TULANE INFORMATION
These suggestions are derived from speaking with staff from the medical records office and viewing helpful webpages, including:
Tulane Medical Center Medical Records
If you are the intended donor, or the intended donor’s legal representative, options #1 or #2 are recommended.
1. Download records through MyHealthOne online patient portal. Some medical records may only be available through the hospital Medical Records office. MyHealthOne is currently not available for accounts after 12/31/2022. Record requests for visits after 12/31/2022 must be submitted using the online request form.
Downloaded records may be submitted to Mayo Clinic by:
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Secure email to Dennis Dickson, MD, ℅ the Brain Bank Coordinator, Rachel LaPaille-Harwood, at LaPaille-Harwood.Rachel@mayo.
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Post to the cloud (Google Drive, Dropbox, Box, or other online file sharing service). Then email link to file(s) to the Brain Bank Coordinator, Rachel LaPaille-Harwood, at LaPaille-Harwood.Rachel@mayo.
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Fax to 904-953-7117 (Attn: Dennis Dickson, MD)
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US Mail to Dennis Dickson, MD, Mayo Clinic Jacksonville, Birdsall 310, 4500 San Pablo Road, Jacksonville, FL 32224-1865 (phone 904-953-2439)
2. Order records by completing an online request with the online request form. Record requests for visits after 12/31/2022 must be submitted in this manner. (This method does not require MyHealthOne patient portal access.)
This self guided online form will walk you through each question step-by-step. There’s even a two minute YouTube video with tips for completing the online request form.
3. Complete the LCMC Health Authorization for Release of Patient Health Information form. You may request that records be emailed directly to you, then forward them to the brain bank, or request records be sent directly to the Mayo Clinic.
Please provide as much information as possible on the form, such as:
-> Facility Name(s) and Addresses (check all that apply) – Check the box(es) for the appropriate facility where the patient was seen.
-> Dates of Service to Release – If you do not recall specific dates, use a broad date range to capture all the visits/appointments. Be sure to include an actual ending date.
-> Recipient’s Name – Dennis Dickson, MD, Mayo Clinic Jacksonville, Birdsall 310, 4500 San Pablo Road, Jacksonville, FL 32224-1865 (phone 904-953-2439, fax 904-953-7117)
Check the box for “Secure electronic delivery” and provide email address – LaPaille-Harwood.Rachel@mayo.
-> Purpose for Disclosure – Check “At the request of the individual” and use any of the following examples as the purpose of disclosure: “medical research,” “clinical-pathological correlation” or “brain bank research.”
-> Description of Information to be Used or Disclosed – Check any/all boxes for the type of records that may apply. (Note: Mayo will want any reports from scans, images, or testing but does not need the actual images themselves.) You may check the box for “Other” and add “All neurologically-related reports”.
–> If the intended donor is signing the form, return that via fax (fax 470-589-2665) or email ([email protected]) along with a legible copy of a driver’s license, military or state ID card.
–> If the intended donor is not able to sign the form, the patient’s healthcare power of attorney should sign the form. Mail the completed authorization form to Tulane University Hospital & Clinics, Medical Records Department, 1415 Tulane Ave., New Orleans, LA 70112. Be sure to include the healthcare power-of-attorney document, and a copy of the healthcare power-of-attorney’s driver’s license, military or state ID card.
Submit the completed form via:
- Fax: 470-589-2665
- Email: [email protected]
Unsigned or incomplete authorization forms will not be processed.
We highly encourage a follow up call to Tulane Health Information Management (504-988-5261) two days after emailing or faxing and a week after mailing the authorization form. Inquire when the records were sent (or will be sent) and confirm by what method it was sent to Mayo Clinic for tracking purposes.
Records delivered by email will be received within 1-2 Business days after processing
Records delivered by mail will be shipped within 5-7 Business days after processing.