Medical Records

Medical records at St. Michael’s are maintained in various formats including microfiche, paper, and electronic. The medical records department collects, manages, protects, and disseminates the health information of our patients, while ensuring the information is complete and accurate.

HOURS
The Medical Records Department hours are Monday through Friday 6:00 a.m. to 4:30 p.m.

FUNCTIONS
The Medical Records Department staff performs/manages the following areas:

Medical Record Review
Coding
Dictation and Transcription
Release of Information
Credentialing
Birth Certificates
HIPAA Privacy Information, etc.

RECORD PROCESSING
The record processing area is responsible for retrieving, assembling and analyzing medical records of patients discharged from the hospital or seen in outpatient areas. Records are retrieved daily from all departments; assembled in a specific order and analyzed for completion requirements in accordance with the Federal and State of Minnesota Regulations.

CODING
Coding is a procedure that assigns a numeric code to diagnostic and procedural data on a medical classification system. The purposes of these codes is to retrieve data on specific diseases, analyze trends of disease, for billing purposes and to review procedures.

DICTATION AND TRANSCRIPTION
The Dictation and Transcription staff is responsible for tracking and processing the dictated reports and distributing the transcribed reports.

RELEASE OF INFORMATION
Patient’s medical records are the physical property of the health care facility responsible for its completion. However, the information contained in the record belongs to the patient. The patient or their representative may have access to this information with a properly completed and signed authorization. Please give reasonable notice, if you wish to access the information. Depending on the volume and the use of the medical record, there may be a charge based on the state charging guideline.

You can request that St. Michael’s release medical record information to another party by completing an "Authorization for Release of Information" (ROI) form. Ensure all form fields are filled out completely. Each section requires a response to accurately process your request. Please sign the completed form and submit by fax or mail, or bring to the Hospital.

CREDENTIALING
A systematic approach to assessing a provider's qualifications and record on issues relating to professional competence and conduct. This includes a review of relevant training, academic background, experience, licensure, certification and/or registration to practice in a health care field.

BIRTH CERTIFICATES
A birth certificate is completed on all infants born at St. Michael’s. This information is then forwarded to the State of Minnesota. To obtain a copy of a birth certificate, please contact:

County of Stearns
License Center
Administration Center
Vital Statistics Department
705 Courthouse Square
Room 125
St. Cloud, MN 56303
Telephone: (320) 656-3925
Fax: (320) 656-3932
www.co.stearns.mn.us

OR

Any State of Minnesota County Seat


YOUR RIGHTS TO YOUR HEALTH INFORMATION
You have the following rights regarding the health information we maintain about you:

Right to Inspect and Copy
Right to Amend
Right to Accounting of Disclosures
Right to Request Restrictions
Right to Request Confidential Communications
Please review the Privacy Policy for additional information.