We share our suggestions for ordering neurological records from UCSF (University of California San Francisco).
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
UCSF INFORMATION
These suggestions are derived from speaking with staff from the medical records office and viewing helpful webpages, including:
To summarize:
1. Download records through MyChart online patient portal.
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 UCSF My ROI Plus gateway. Your request will be processed within 15 business days. You can download records once complete. (Then you can forward the records via email to the brain bank or post the records to the cloud for the brain bank to download.)
3. Complete a health information release form, and fax or mail that to UCSF. Your request is processed within 15 days. Records are delivered to the brain bank via US mail or a CD. You may also pick up the records in-person at UCSF.
-> If the intended donor is signing the form, return that via fax (fax 415-353-4839) or US mail (Health Information Management Services, UCSF Health, 400 Parnassus Ave., Room A88, San Francisco, CA 94143-0308) along with a photograph of the intended donor holding up a legible copy of a driver’s license or state ID card.
-> If the intended donor is not able to sign the form, the medical power-of-attorney should sign his/her name. When you fax or mail the completed authorization form, include the medical power-of-attorney document, and a photograph of the medical power-of-attorney holding up his/her government-issued ID.
-> We suggest a confirmation call to UCSF Health Information Management (phone 415-353-2221) three to five business days after submitting the authorization form. Inquire when the records were sent (or will be sent) and confirm the delivery method – whether by secure email, fax or mail. Make a note of the date and method of delivery.
If you believe you are getting the run-around with UCSF’s medical records office, we suggest you call UCSF Patient Relations (phone 415- 353-1936) for assistance.