Navigating UCLA Medical Records Requests: A Comprehensive Guide

Ronald Reagan UCLA Medical Center, a prominent Los Angeles County hospital, provides a wide array of medical services, including emergency care, inpatient surgery, physical and speech therapy, and sleep studies. Whether you've had a positive or negative experience at UCLA, accessing your medical records is a right guaranteed by the Patient Bill of Rights. This article provides a detailed guide on how to request your medical records from UCLA Health, ensuring you have the information you need.

Understanding Your Right to Access Medical Records

The Patient Bill of Rights ensures that patients have the right to access copies of their medical records. To maintain the confidentiality of these records, UCLA Health requires written authorization before releasing them. This process ensures that your private health information is protected and only shared with authorized individuals or entities.

Step-by-Step Guide to Requesting Your Medical Records

The process for requesting medical records from UCLA Health depends on the date of service. The Ashe Center transitioned to a new electronic medical record system, Epic - Care Connect, on July 8, 2025. Therefore, the process differs for services before and after this date.

For Services On or After July 8, 2025

If your appointments or services occurred on or after July 8, 2025, you need to contact UCLA Health directly to request your records.

Visit the UCLA Health Medical Records Site: Navigate to the UCLA Health Medical Records website. This site provides comprehensive information on how to request your records, including options for online requests, secure authorization forms, and paper form submissions.

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Choose Your Preferred Method:
- Online through MyStudentChart: If you have a MyStudentChart account, you can request your records online through this secure portal.
- Secure Authorization Form: Complete a secure authorization form online to grant permission for the release of your records.
- Paper Form: Download and submit a paper form to the UCLA Health HIMS (Health Information Management Services) department.
Additional Support: For any questions or assistance, contact the UCLA Health HIMS line at 310-825-6021.

For Services Before July 8, 2025

For appointments at The Ashe Center, including U See LA Optometry, before July 8, 2025, the Medical Records Department at The Ashe Center manages the records.

Access Records via Patient Portal: Many records from April 2016 to July 7, 2025, are accessible through the Patient Portal without written authorization. This includes:
- Visit History
- Allergies
- Medications
- Radiology reports
- Lab test results
- Procedures
- Immunizations
- Referrals
- Letters
- Secure Messages
- Itemized Statements
Requesting Records Not Available Online: If the records you need are not available on the Patient Portal, you must complete an Authorization Form to Release Records.

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- Download the Authorization Form: Obtain the Authorization Form (dental records) needed to release your health records to yourself or another party.
- Complete the Form: Fill out the form accurately and completely. Ensure all required fields are filled to avoid delays.
- Submit the Form: Return the completed form to the designated department.
- Fax: You can fax the form. Put “Attention Custodian of Records” on the cover of your fax.
Important Considerations:
- Processing Time: Allow up to 15 business days for your request to be completed. Unsigned or incomplete requests cannot be processed.
- Fees: There is no fee for current or past students. However, third parties (Outside Provider, Law Firm, or Facility) must pay a $15 processing fee. Make checks or money orders payable to “UC Regents.”

Additional Information and Services

X-Ray Imaging Studies

To request a copy of your X-ray imaging study, follow the specific instructions provided by UCLA Health. This may involve contacting the radiology department directly or submitting a specific request form.

Patient Addendum

A patient addendum allows you to add information to your medical record. This could include additional details about your medical history, allergies, or other relevant information.

Accounting of Disclosures

An accounting of disclosures provides a list of instances where UCLA Health has released your medical information. This helps you track who has accessed your records and for what purpose.

Amendment Requests

If you believe there is an error in your medical record, you can submit an amendment request. This process involves:

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Submitting the Request: Provide detailed information about the changes you are requesting.
Author Review: UCLA Health will contact the author of the note in question and provide them with your request. The author is the only person who can make changes to the record.
Decision: The author can either:
- Approve: Make all the changes requested.
- Partial Approval: Make some of the changes but deny others.
- Denial: Not make any of the requested changes.
Statement of Disagreement: If you disagree with the author's decision, you can fill out a “Statement of Disagreement” form and submit it to HIMS. This statement will be included with your medical record.

UCLA Health's Commitment to Privacy

UCLA Health adheres to strict privacy practices and only releases health information with a compliant authorization. They follow the minimum necessary rule and comply with TPO (treatment, payment, operations) standards to protect your health information.

Contact Information

For questions regarding the process to request a copy or authorize the release of your patient records, contact the appropriate department based on the date of service:

For Services On or After July 8, 2025: UCLA Health HIMS line at 310-825-6021.
For Services Before July 8, 2025: The Ashe Center Medical Records Department.

Understanding Patient Experiences at UCLA Medical Center

Patient experiences at Ronald Reagan UCLA Medical Center vary widely. Some patients praise the hospital for its exceptional care, professional staff, and world-class doctors, particularly highlighting positive experiences with heart transplants and emergency services. These patients often express gratitude for the compassionate and encouraging environment provided by the medical staff.

However, other patients report negative experiences, citing issues such as:

Incompetent or indifferent staff: Some patients feel that staff members are uncaring, dismissive, or fail to provide adequate attention, especially during long wait times.
Delays in testing and results: Patients have reported significant delays between test orders, performance, and the communication of results.
Lack of communication and follow-up: Some patients feel abandoned by attending physicians, left in the care of medical students without adequate supervision or communication.
Inaccurate diagnoses and unnecessary tests: There are reports of misdiagnoses, unnecessary tests, and the need to seek further treatment at other facilities.

These contrasting experiences underscore the importance of advocating for your health needs and actively participating in your care. If you encounter issues during your treatment, it's essential to communicate your concerns to the medical staff and, if necessary, seek a second opinion.

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