Health Information Management Department

Monroe Surgical Hospital

Health Information Management is organized into units that handle specific functions within the department:

  • Release of Information
  • Record Processing
  • Coding
  • Dictation and Transcription

Release of Information

Health Information Management is open 8 a.m. – 4:30 p.m., Monday through Friday. To obtain a copy of a medical record, please submit a valid authorization form, signed and dated by the patient/legal guardian, or call (318) 812-9507 for assistance with release of information.

Medical Records Authorization Forms

The following forms are in PDF format and require Adobe Reader software. If you do not have Adobe Reader, it can be downloaded for free at get.adobe.com/reader.

  • Request for Release of Information Form: Please complete this form if you would like to obtain a copy of your medical records.
  • Consent For Disclosure of Protected Health Information Form: Please complete this form if you would like to designate a preferred means of verbal and written communications as well as designate family members and/or friends with whom we may discuss your medical condition and release your health information to.

To avoid a delay, please answer all questions on the authorization form. Certain restrictions and fees may apply.

Completed requests may be returned via mail or fax:

Monroe Surgical Hospital
Health Information Management
2408 Broadmoor Blvd
Monroe, LA 71201

Fax# 318-807-0319

Record Processing

Health Information Management Record Processing retrieves, assembles, and analyzes medical records of patients discharged from the hospital or seen in outpatient areas. Records are retrieved daily from all inpatient and outpatient units; assembled in a specific order for ease of information access for continuing patient care; and analyzed for completion requirements in accordance with Joint Commission and hospital bylaws. For questions or more information about record processing, please call ext 31214.

Coding

Coding is a procedure that assigns a numeric code to diagnostic and procedural data on a medical classification system. The coders use the International Classification of Diseases, 9th Revision, Clinical Modification (ICD-9-CM), which is accepted and used worldwide. The purpose of these codes is to retrieve data about specific diseases, analyze trends of disease, and provide information for billing and review of procedures. For questions regarding coding on your radiology and/or lab account you may call 318-812-9538. For questions regarding coding on your surgical, medical, or endoscopy account feel free to call ext 31212.

Dictation and Transcription

The dictation and transcription unit is responsible for tracking and processing dictated reports and distributing transcribed reports. For any questions regarding reports and/or dictation and transcription please call ext 31212.

Frequently Asked Questions

Q: Who do my medical records belong to?
A: Your medical record is the property of Monroe Surgical Hospital and is kept by the hospital for patient care purposes. Although these records are maintained for your benefit, the physical records (paper or electronic) are the property of the hospital.
Q: Who may request medical records?
A: You may request copies of your own medical records, the medical records of a minor child, or the medical records of someone for whom you are the legal guardian or hold a Durable Power of Attorney for Healthcare. Proof of legal guardianship or a Durable Power of Attorney for Healthcare must be provided. A Durable Power of Attorney for Healthcare is only effective in the event a patient is unable to act on their own behalf and that has been determined by a physician. A spouse or child of a deceased patient can request the medical records of the deceased if he/she is the executor or administrator of the deceased patient's estate. Probate Court documents naming the requestor as the executor or administrator must be provided. Where there is no estate or an estate will not be probated, Probate Court documents releasing the estate from probate and naming the requestor as the personal representative must be provided.
Q: How can I obtain a copy of my medical record?
A: Simply follow these steps:
  1. Download the Request for Release of Information form provided on this web page.
  2. Complete the authorization form (must be a patient or patient’s guardian/legal representative) and mail, fax, or deliver to:

    Monroe Surgical Hospital
    Health Information Management Department
    2408 Broadmoor Blvd
    Monroe, LA 71201

    Fax# 318-807-0319

    Once your records are processed, you may pick them up in person at the location above or they can be mailed to your home address. If you pick up your records in person, you will be required to present photo identification. You may send a representative to obtain your records only if they are listed on the authorization form in the ‘Release To’ section. It is required for your representative to provide a copy of your photo identification and provide their photo identification as well.

Q: What are the fees charged for obtaining a copy of my medical record?
  • I need my medical records sent to a healthcare provider:
    Pertinent medical record information* is provided to your physician at no charge for continuum of care.
  • I need to have my medical records sent to Social Security:
    There is no charge for providing your records to Social Security Administration for disability claims. You will need to complete a written authorization form and provide the social security disability claims letter from Social Security Administration indicating you are applying for Social Security Benefits.
  • I need to obtain a copy of my medical records for personal use:
    Pertinent medical record information* is provided to patients at no charge. If applicable, a postage fee will be applied. You will need to complete a written authorization form before the records can be released. Fees will be applied for all requests for entire medical records. The fees for entire record requests are as follows:

    Records Stored Electronicly or on Hard Copy Fee
    Pages 1 – 25 $1.00 per page
    Pages 26-350 $0.50 per page
    Pages 351+ $0.25 per page
    Handling/Processing Base Fee $15.00

    *Pertinent medical record information provided will include, as applicable: Face sheet, Discharge Summary, History and Physical, Consultation(s), Operative Report(s), Pathology Report(s), and Diagnostic Test Results.

Q: How are these fees for obtaining medical records determined?
A: Fees are set in accordance with Louisiana Revised Statute 40:1299.96
Q: Will my medical record contain Radiology images?
A: Your record will only contain the radiology report. The actual radiology images are not part of your medical record. You will need to contact Monroe Surgical Hospital’s Radiology Department at ext 31204 for the images.
Q: Can you provide me with billing statements from my hospital visit?
A: Your medical records do not contain billing statements. Our Business Office Department can provide you with this information. You will need to contact the Business Office Department at ext 31216.
Q: Why am I unable to receive fax copies of my records at my home or office?
A: To protect our patient’s privacy, we do not fax or email medical records to patients.
Q: How soon can I expect the release of my medical record?
A: Our quality standard is to process your request for copies in no greater than 15 days.
Q: Can I receive any medical record information verbally?
A: The only information the HIM Department releases verbally is the patient’s date of admission and/or date of discharge.
Q: How long do you keep a medical record?
A: Medical Records at Monroe Surgical Hospital are maintained for 10 years in accordance with federal law. You will be contacted if your medical record request cannot be fulfilled due to expiration of the retention period.
Q: Can I just look at my record?
A: Yes. There is no charge for you to review your records.

To view your medical records:

  1. Contact the Health Information Management Department at ext 31212 to schedule an appointment to view your records.
  2. Complete a valid authorization for release of information is required.
  3. Provide photo identification
Q: Can I designate someone I wish to give permission to release my information to?
A: Yes. You can complete a Consent for Disclosure of PHI form. This form allows you to designate how you wish to receive verbal and written communications as well as designate any family or friend(s) with whom we may discuss you medical condition and release your health information to.

If you have questions about your medical records that have not been answered by this website, please call ext 31212.

Employment

Monroe Surgical Hospital is an Equal Opportunity Employer.


Download and Print an Application for Employment. Available Position - Patient Account Rep - PT