- Diabetes Education
- Home Health Care
- Kidney Stone Center
- Oklahoma Heart Institute
- Pregnancy & Childbirth
- Respiratory Therapy
- Senior Concepts
- Sleep Study Center
- Specialty Services
- Therapy Services
- Transitions Program
- Women's Health Center
- Childbirth Education
Health Information Services (Medical Records)
Health Information Services is responsible for maintaining medical records in a standardized and professional manner in order to protect patient confidentiality while allowing adequate access to providers in order to promote quality patient care.
Records are released in accordance with state and federal laws.
To receive copies of your or your children's records you must first sign a Authorization For Use Or Disclosure Of Protected Health Information giving us permission to release the records.
You have the right to request records for your dependent children if they have not yet reached the age of 18. Once 18, a person must sign for their own records.
Reproduction, drug and alcohol, and mental health records are federally protected and cannot be released to the parent without the permission of the child if that child has reached the age of 14 in the case of reproduction and drug and alcohol, and 13 in the case of mental health.
Certified birth certificates are NOT available at the Hillcrest Hospital Cushing. These records must be ordered from the Department of Vital Statistics.
Hillcrest Hospital Cushing Health Information Services is open Monday through Friday, 8 am to 4:30 pm. We are closed on most major holidays. Call 918-225-8164 for questions or more information.
Health Insurance Portability and Accountability (HIPAA) Officer
Our HIPAA Security Officer is responsible for the ongoing management of information security policies, procedures, and technical systems in order to maintain the confidentiality, integrity, and availability to all organizational healthcare information systems.
If you have HIPAA questions or concerns and seek assistance, contact our HIPAA Security Officer at 918-225-8164.
Common Medical Records Questions and Answers
Q. How can I obtain copies of my medical records, records for a minor, or for a deceased family member?
A. To obtain medical records, you can contact the Hillcrest Hospital Cushing Medical Records department at
Q. What is the turn-around-time for requests for medical records?
A. It may take up to 10 business days for “personal use” medical records (i.e. yourself, insurance company, attorney, etc.) to be copied and mailed.
Q. Do I have to wait 10 business days if I need my medical records sent to my physician’s office for an upcoming appointment?
A. No, we can get those copied and mailed to your physician as soon as possible. However, if you want to hand carry your medical records to your doctor’s appointment, there will be a charge of $1 for the first page and $.50 for each additional page. Oklahoma state law allows us to charge for the copying of medical records.
Q. What are the charges associated with obtaining copies of my medical records?
A. Oklahoma state law allows us to charge $1.00 for the first page and $.50 for each additional page for copies of medical records.
Q. Is there a charge if my medical records are for continued treatment with my physician?
A. No, as long as our staff sends the medical records directly to your physician, there is no charge.
Q. Do I have to sign anything in order to obtain copies of my medical records?
A. Yes, an Authorization For Use Or Disclosure Of Protected Health Information (link to Release Form) release form must be filled out by the patient or personal representative for the patient. You can click here to obtain the release form or you may stop by our office Monday through Friday, 8 am to 4:30 pm.
Q. How do I return the release form to your office?
A. You may choose one of two ways to return the release form to our office. The release form must be completely filled out in order to obtain valid authorization.
Hillcrest Hospital Cushing
Attn: Medical Records Department
1027 E. Cherry
Cushing, OK 74023
Drop by our office:
Medical Records Department located on the first floor
Monday through Friday, 8 am to 4:30 pm
Q. If I come to pick up copies of my medical records at your office do I need to bring proof of ID?
A. Yes, a drivers license must be presented at the time to verify identity.
Q. Instead of signing a release form can I just send a letter or call by phone to request my records?
A. No, Oklahoma law and the Health Insurance Portability and Accountability Act (HIPAA) require that a release form be filled out correctly, signed and dated prior to medical records being released. Only the patient or his/her personal representative may sign the release form.
Q. If I signed the release form for copies of my medical records to be picked up by myself, can I send my spouse/sibling/child to pick up the records if I don’t have time?
A. No, the release form is very specific as to who is receiving copies of the medical records. The only individual that can pick up the copy of the medical records is the person listed on the release form.
Q. What is the process of obtaining copies of my deceased relative’s medical records?
A. A certified death certificate must be brought to the Hillcrest Hospital Cushing Medical Records department, and the medical record must state next-of-kin. For families trying to obtain copies of medical records for the deceased, the first person authorized is the spouse. If the spouse is not living, then the children are next-of-kin.
Q. Who can I contact for questions or more information about medical records?
A. The Hillcrest Hospital Cushing Medical Records department is open Monday through Friday, 8 am to 4:30 pm. We are closed on most major holidays. Call 918-225-8164 for questions or more information.