Health Information

Frequently Asked Questions about Medical Health Records

  1. What are the hours for the medical health information department?
    Monday through Friday 7:30 a.m. to 4 p.m. Phone: 605-696-9000 extension 7260 Fax: 605-697-7380

  2. How do I request a copy of my medical records/reports?
    To request a copy of your medical records/reports please complete the authorization to release information form and mail or fax the authorization form back to: Brookings Health System Attention: MHI Department 300 22nd Avenue Brookings, SD 57006 Protected health information (PHI) cannot be returned by fax (unless faxed to a physician for emergency care). Records will be mailed to address given on authorization. We only have records created at Brookings Health System. Please request Avera Medical Group - A Department of Brookings Health System records from them.

  3. How do I know if the consent is filled out properly?
    The patient (if over 18 years of age) must sign the authorization unless he/she has a court appointed guardian. If the patient is a minor, a parent must sign the authorization. Authorization must be signed, dated, have dates of service being requested, and state what copies are being requested. Authorization is only good for six months beyond the signature date for the date of service stated on the form.

  4. Who can get copies of my protected health information? 
    PHI (protected health information) can be released without your authorization to other health care providers for treatment of yourself, to your insurance company in payment of your bill to Brookings Health System, or internally for health care operations (internal audits, quality assurance program., peer review, etc.). All other releases of PHI must have your signed authorization before the information can be released.

  5. What if I do not want my records to be released to someone?
    If there is someone specifically you do not want to see your PHI (protected health information), you must send a written request to the medical health information department.

  6. Will sensitive information about me (e.g. rape, HIV, etc.) be released without my authorization?
    No. You must specifically give authorization before sensitive PHI (protected health information) will be released to anyone but a physician who is caring for you at the time. (Fill out the special section on the authorization form). If this area is not filled out, no sensitive PHI will be released.

  7. How long will it take to get my records?
    Time length depends upon at what stage of completion your records are in. Before we release any PHI (protected health information) on you, we require the physician (or physician assistant, where applicable) to have seen and signed off on your information. This could take from seven to 30 or more days. We will only release the unsigned PHI to another physician for continuing treatment.

  8. How much will it cost me to get copies of my protected health information?
    For patients who request copies of their PHI (protected health information), the first 10 pages are free. Anything over 10 pages costs $.25 per page. There is no charge at all to patients if their PHI is sent directly to another physician for continuing treatment.

  9. How do I get a copy of my birth certificate?
    Brookings Health System does not have a copy of your birth certificate on file. Birth certificates are filed electronically, directly with the State of South Dakota. You can contact any Register of Deeds Office in the State of South Dakota to obtain a copy of your birth certificate.

  10. How do I get a copy of my immunization record?
    Brookings Health System does not have a copy of your immunization record. Your physician's clinic maintains immunization records. We would be able to tell you if you received a certain injection or medication while a patient at our facility, but will not be able to give you your complete immunization record.

  11. Can you tell me my blood type?
    Blood type tests are not routinely performed. Physicians typically order blood typing when a patient requires a blood transfusion or anticipates a patient may need a blood transfusion. We would only be able to tell you your blood type if a physician has ordered the test while you were a patient of Brookings Health System.