We share our suggestions for ordering neurological records from the UK.
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
UK INFORMATION
These suggestions are derived from speaking with staff from the medical records office and viewing helpful webpages, including:
If you are the intended donor, or the intended donor’s legal representative and have access to UK HealthCare MyChart, options #1 or #2 are recommended.
1. Download records online via UK HealthCare MyChart online patient portal. (Note that records available through the portal are not necessarily historically complete. Records included extend as far back in time as the electronic health record used by the particular clinic, usually 1-2 years.)
You can also use your MyChart account to share your records electronically with another provider. (For more information, refer to the “Medical Record Access and Sharing” section of the MyChart Patient Quick Start Guide.)
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. Your doctor may request your records. Your doctor’s office can call the UK Health Health Information Management Department (859-323-5117) to request your medical records. UK Health will fax the requested records directly to your doctor the day before or the day of an appointment.
Records may then be forwarded directly to Mayo Clinic by one of the following methods:
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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 Google Drive, Box, or other online file sharing service with a link to the file(s) sent via email to the Brain Bank Coordinator, Rachel LaPaille-Harwood, at LaPaille-Harwood.Rachel@mayo.
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Fax to Dennis Dickson, MD, (fax 904-953-7117)
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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)
3. Complete the UK Health Authorization For Release Of Health Information form. Please provide as much information as possible on the form, such as:
-> Type of Release – Check the box for “ROI+”
-> Send information from – Check the box for “UK HealthCare facilities”
-> Send to – LaPaille-Harwood.Rachel@mayo.
-> I would like records from the following dates – It is important to include the date range next to “Dates of Service”. 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.
-> Please check the records you would like – Check any/all boxes that may apply. (Note: Mayo will want any reports from scans, images, or testing but does not need the actual images themselves. You may also check the box for “Other” and add “All neurologically-related reports”.
-> Sharing of Special Protected Records: I authorize the sharing of information about – If applicable, check the “YES” box for:
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The treatment and/or consultation for mental health or psychiatric disorders
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-> Reason records are needed (check all that apply) – Check the box for “Other” and use any of the following examples as the purpose for release: “medical research,” “clinical-pathological correlation” or “brain bank research.”
Within this section is This Authorization will expire on (date). A common error is to use the date you are completing this form. If you use the date you are completing the form it will expire immediately and may not be processed. If you leave this field blank the authorization will expire 90 days from the date of your signature. You may use a future date if you would like the authorization to extend beyond 90 days.
-> If the intended donor is not able to sign the form, the legal representative should sign and date the form. When you fax or mail the completed authorization form, UK Health must have proof of legal representation filed in the chart or you must submit a copy of the medical power-of-attorney document or advance directive as well as a copy of your government-issued photo ID. Note: If psychiatric records are included in your request, the authorization form must also be signed by a witness.
Submit the completed form to UK Health Information Management Department by:
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Fax to: 859-218-7658, or
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Mail to: UK Albert B. Chandler Hospital, Release of Information Section, Health Information Management, Room C601, 800 Rose St., Lexington KY 40536-0293, or UK HealthCare ROI, 2333 Alumni Park Plaza Ste. 110, Lexington, KY 40517
Unsigned or incomplete authorization forms will not be processed.
We highly encourage a follow up call to UK Health Health Information Management (859-323-5117, select option 1) two weeks after submitting the authorization form. Inquire when the records were sent (or will be sent) and by what method it was sent to Mayo Clinic for tracking purposes.
Your request is processed within 30 days.