Medical Records & Release Forms
The MMC Health Information Management office is currently closed to in-person visitors. Please call us at 207-662-2211 Monday – Friday, 7:30 am to 4pm or email us for assistance with medical record requests.
Our team is dedicated to maintaining your medical records and keeping your health information private and secure in accordance with patient’s rights and federal and state regulations. Learn more about our health information privacy practices.
How do I request a copy of my medical records?
You or your legal representative may inspect and/or obtain a copy of your health information, or have copies sent to another facility. The first step is to complete our Authorization to Release Protected Health Information form. Call 207-662-2211 for assistance with the form.
Click here for assistance in completing the form. You may also pick up a copy of the form at any of our Health Information Management Department locations. Records can be delivered on paper, USB flash drive, or on a compact disc (CD).
Please forward the completed signed form, indicating date and time signed, to Health Information Management Department 301C US Route One, Scarborough, ME 04074. Email: MHmedicalrecords@mainehealth.org. Fax: 207-761-3092.
How long will it take?
Processing times may vary depending on the complexity of your request; however in most cases requests are completed within seven to ten business days from the date of receipt.
How much does it cost?
There may be a “reasonable cost-based fee” for copying protected health information in accordance with the State of Maine Statutes. The exact fee amount will not be determined until the request has been fulfilled, at which time an invoice will be sent. In some cases, fees may be required prior to releasing the records requested. Payment is acceptable by check or cash only.
How can I get a copy of a birth certificate?
Maine Medical Center does not maintain birth certificates. Birth certificates can be obtained from the City Clerk’s office at Portland City Hall or the State of Maine Vital Records Department in Augusta.
Portland City Clerk’s Office: 207-874-8610
Augusta Vital Records Office: 207-287-3181
What is MyChart?
MyChart is the MaineHealth patient portal. With MyChart, you can schedule appointments, access your health information, send a message to your provider and more - all through a secure website. Learn more about MyChart.
How do I request an amendment to my medical record?
To request an amendment of your medical record, please fill out the Request for Amendment of Protected Health Information form. Please forward the completed signed form, indicating date and time signed, to Health Information Management 301C US Route One, Scarborough ME 04074. Email:MHmedicalrecords@mainehealth.org. Fax: 207-761-3092. For information on the Amendment Process, please see our Notice of Health Information Privacy Practices.
Important Information About Requesting Medical Records
To ensure your request is fulfilled quickly, please be aware that:
- Requests cover records related to care at all MaineHealth locations.
- Authorizations MUST contain all fields as outlined in our instructions. If any items are missing from the form or if the form is not signed and dated, your request may be delayed or returned.
- Authorizations signed by a representative must be verified by including a copy of one of the following documents:
- Legal guardianship papers
- Advance directive or health care power of attorney, for patients unable to make health care decisions
- Designation of a personal representative, which allows the representative to act on the patient's behalf with regard to personal health information
Deceased patient’s medical records:
- If you are requesting the medical records of a deceased patient, you must submit an Authorization to Release Protected Health Information form with a copy of the death certificate or evidence of Probate Court appointment as Executor of Estate. In lieu of an Executor of Estate, an Affidavit for Deceased Patient may be completed and submitted along with an authorization to release and a copy of the death certificate.
- Records can be released to anyone whom the patient authorizes (in writing) to receive them. If an expiration date is not noted, the authorization is valid for one year.