Medical records

How to Request Medical Records

Choose an option

There are several ways to request your protected health information. For the easiest, most secure, and most convenient no-cost option, we recommend using MyChart.

For questions about your request, including status updates, payments, or general support, contact Novant Health Enterprise Release of Information (ROI) Customer Service at 1‑844‑763‑9163.

Please note that medical record request processes vary by facility, so review the details below to make sure you contact the correct team.

Request online via patient portal

You and any authorized personal representative can request copies of medical records directly through MyChart at no cost. From this page, you can view or download visit summaries, request your full medical record, manage documents, and see who has accessed your information.

Some diagnostic images, including those performed before 2021, may be unavailable in MyChart and require payment of a fee for a CD containing your images. If you don’t have an account yet, you can sign up to get started.

To find medical records in MyChart, log in and navigate to the Menu button, then select options under "My Record" such as "Document Center" to request records, "Visits" for clinical notes, or "Test Results" for lab reports.

Log In to MyChart Sign Up for MyChart

Requests from third parties via online portal

Third‑party representatives requesting medical records for a Novant Health patient in North Carolina may now submit a request online using the medical records request portal.

The portal is integrated with our Electronic Health Record (EHR), allowing requests to be made faster and more easily, logged in real time and assigned a unique Release ID immediately upon submission.

You must fill out, sign, and submit a HIPAA-compliant patient authorization form (available for download in the portal) for most requests. A separate form is required for each patient.

For requests related to treatment, payment, and operations, an official request letter from your organization or entity is required; however, a patient authorization may not be required.

Because the request is made by a representative rather than the patient, Patient Right of Access rules do not apply.

You have 90 days from the date the records are provided to review the information and confirm accuracy. After 90 days, a new request is required.

How to use the portal

Access the portal using the link
Enter your email address
Enter your verification code when prompted
Complete all the required fields
Upload your request and/or authorization and submit

What happens next

Once submitted, you will receive a unique Release ID and confirmation
When an invoice and/or records are available, you will receive email notification

Note: Only requests submitted online through the portal will be released to you via the portal.

Benefits

Faster, more convenient way to request records
Check request status online using your unique Release ID
Make secure payments online, when applicable
Obtain records immediately upon payment, if eligible

Fees

A fee may be charged for providing the protected health information. Please visit Fees & Billing for Medical Records for a list of fees.

The Authorization to Disclose Protected Health or Billing Information form may also be completed and sent via email, fax or mail.

Request diagnostic images

MyChart allows you to download certain diagnostic images completed in 2021 and later. Images taken before 2021 or those not available in MyChart must be requested through the Release of Information (ROI) department. These images are provided on CD only and will incur a fee. ROI cannot release images to your MyChart account.

Learn How to Access Your Images in MyChart (PDF)

Log In to MyChart Sign Up for MyChart

Request from other facilities

Novant Health Urgent Care (Doctors Care)

Patient portal: Access visit records through the Novant Health Urgent Care patient portal.

Phone (Customer Service): 1-803-782-4278, option 3

Legal or third‑party requests: Use the records request portal for clinician notes or attorney/insurance requests. Fees may apply.

South Carolina Facilities

Record requests for the following locations are not processed through Novant Health’s Enterprise Release of Information:

Coastal Carolina Medical Center
East Cooper Medical Center
Hilton Head Hospital
Affiliated physician clinics

Send all South Carolina medical or billing record requests to:

Mail: 25 Hospital Center Blvd, Hilton Head Island, SC 29926
Email: ROINovantHealthSC@datavant.com
Phone (toll‑free): 1‑800‑367‑1500
Fax: 1-843‑410‑2724

Request by mail or fax

You may also obtain copies of your medical records by submitting a completed Authorization to Disclose Protected Health or Billing Information form in your preferred language.

After signing, return the form to Novant Health Release of Information by fax, mail or email. A separate form is required for each patient.

Form Downloads

Authorization to Disclose Protected Health or Billing Information (English)
Autorización para divulgar información médica protegida o de facturación (Spanish)
Directions to fill out form can be downloaded here.

Email

ROIenterprise@novanthealth.org

Fax

704-316-9556

Mailing Address

Novant Health Release of Information
P.O. Box 7688
Charlotte, NC 28241

Fees

A fee may be charged for providing the protected health information. Please visit Fees & Billing for Medical Records for information and a list of fees.

Patient right of access

You have the right to review and request a copy of your protected health information for as long as Novant Health, or a business acting on its behalf, maintains it. You may also request that your information be sent to another person or healthcare provider.

These rights also apply to personal representatives who are legally authorized to make healthcare decisions on your behalf.

Fees may apply for printed copies of medical records and for diagnostic images not available through MyChart, your secure patient portal. Visit our Fees & Billing for Medical Records page for a complete list of fees.

Privacy and Record Request Forms

Not sure which form you need? Use the options below to request medical records for yourself or for someone who has given you written permission.

Share Your Health Information

Authorization to Disclose Protected Health or Billing Information
This form is used to give Novant Health permission to release a patient’s medical or billing information to a specific person, organization, or facility designated by the patient.
Download PDF (English) · Download PDF (Spanish) · Instructions

Request a Correction to Your Record

Request to Exercise Privacy Rights: Amendment of Medical Record
This form is used to request a correction or amendment to a Novant Health medical or billing record when you believe the existing information is inaccurate or incomplete.
Download PDF (English) · Download PDF (Spanish)

Limit How Your Information Is Used or Shared

Request to Exercise Privacy Rights: Restrict the Use or Disclosure of PHI
This form is used to request that Novant Health place limits on how your protected health information is used or shared, including specifying which information should be restricted and to whom it should not be disclosed.
Download PDF (English) · Download PDF (Spanish)

What’s Included in Your Medical Record

Medical records may consist of the following:

Demographics
Admission and discharge information*
Reason for visit
Visit diagnosis
Final diagnosis*
Problem list
Allergies
Immunizations**
Emergency department arrival information*
Emergency department disposition*
Emergency department notes*
Anesthesia encounters and notes*
Inpatient notes*
Care plan and care plan notes*
Patient education
Scanned documentation
Discharge instructions*
Oncology treatment plans
Oncology cancer staging summary
Nurses' notes
Vitals
History & physical notes
Medications
Orders and results (labs, radiology results, etc.)
Progress notes
History and physical notes

*Notated components are found only in the hospital record and will not be part of a clinic’s record.

*History and physicals and discharge summaries may not be available if a patient’s stay was 24 hours or less.

** Immunization records may not always be available in digital format, please contact your state immunization office for full immunization records.