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81 Outerbelt St, Columbus, OH 43213 View Location
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Medical Record Requests

Overview
Patients and their authorized representatives are able to request personal copies of medical records upon the submission of a written request to OBH. If records need to go directly over to another provider, school, employer, disability company, or any other entity this is not the correct method for making such a request (please use our Release of Information form for such requests). To accommodate our patients we are able to initiate record requests by two different methods, either through a letter of request or through the use of our specialized request form.

Letter of Request
We will accept a letter of request from a patient or their authorized representative. We require the following items be present in the letter to be considered valid:

  1. Patient Name
  2. Patient Date of Birth
  3. Name of Authorized Representative (if not initiated by patient)
  4. Date of Request
  5. What is being requested (e.g. what chart documents are needed)
  6. Reason for request
  7. Patient or Authorized Representative Signature
  8. Signature Date
  9. Legal justification and/or supporting documentation if the patient is not requesting directly


Patient Request for Health Information Form
The Patient Request for Health Information is a basic PDF that can be used to submit a request for records. All elements on the form should be completed, and if not applicable please indicate this with a n/a or similar indicator.
DOWNLOAD: Patient Request for Health Information – PDF

Where to Submit
Requests for medical records should be faxed to 614-591-4480 (secure fax) or via mail to:

Optima Behavioral Health
ATTN: Medical Records
81 Outerbelt Street
Columbus, OH 43213

Turnaround Time
We do our best to return records in a timely manner. In most cases we are able to furnish records within a week or two of receiving a valid request, requests may take longer depending on the scope of the request and if we need to locate a paper record. If a request is going to take longer than 30 days to complete we will provide a written notice regarding the delay. The timeline for record request turnaround starts upon the receipt of a valid request.

If no records are found we will notify via telephone call and/or writing, whichever is the preferred method of contact.

Copy Fees
Requests for records may incur a copy fee based on the Ohio Revised Code, which is a tiered fee schedule that is determined by the total number of pages in the request.

Emailing Records
The security of email is often inadequate for the transmission of medical records and our email communications with patients are not encrypted, but we will comply with email use if specifically requested. In order to use email for communicating medical records OBH requires the use of an additional disclosure form.
DOWNLOAD: Email Informed Consent Form – PDF