FREQUENTLY ASKED QUESTIONS CONCERNING PATIENT ACCESS TO MEDICAL RECORDS

 

Q.        Can I get my medical records from Clinical Labs of Hawaii/Pan Pacific Pathologists?

A.        Yes.  Beginning October 6, 2014, all clinical laboratories in Hawaii are required to provide access to whatever records they have in their possession upon request to, patients, the patient's personal representative, or the patient's designee.

 

Q.        How do I get access?

A.        You must first obtain and complete a Record Request form from Clinical Labs of Hawaii/Pan Pacific Pathologists.  This form is available at any of our more than 40 locations statewide.  You can download a copy of the Record Request form.  We can fax, mail, or email the form to you at your request.  Once you have completed the form and returned it to us, we are required to verify your identity and your right to access the requested records.

 

Q.        How do you authenticate my identity and right to access my records?

A.        If you deliver the completed form in person, you will be asked to provide photo identification so that we can verify your identity.  Acceptable forms of identification would include:

  • Driver's License
  • State Identification card
  • Military ID
  • Passport
  • US Tribal or Bureau of Indian Affairs ID Card

 

If you are requesting access to records other than your own, we would need to see proof of your right to access those records.  Acceptable proofs of your right to access the records would include:

  • Proof of legal guardianship such as court decree
  • Birth Certificate of other person naming you as the parent
  • Documents proving power of attorney
  • Verification from ordering physician
  • Signed Authorization from the patient designating the individual or entity authorized to receive the patient's protected health information and where to send a copy.

 

Please note, if you are requesting your child's records and the child is under the age of 13, you the parent may request the records with the proper verification.  If your child is between 14 and 17 years old, your child must sign the authorization and name you as their designee.  If the child is 18 years old or older, the child must request their own records. 

 

Q.        What if I just send my completed form, how can you authenticate me?

A.        Copies of the above would have to be submitted along with your completed form.  Completed forms along with the supporting verification documents may be submitted to Clinical Labs of Hawaii using the following methods:

By Regular Mail

Client Services

Clinical Labs of Hawaii, LLP

91-2135 Fort Weaver Road, Suite 300

Ewa Beach, Hawaii 96706

By Fax

(808) 677-3970

By Email

client.service@hawaiilabs.com

 

Q.        How long will it take to get my records?

A.        Generally speaking a request will take less than two weeks to process.  This time may be increased if all the records are not yet available (i.e. some of the requested testing has not yet been completed) or if the ordering provider has not had an opportunity to review the records.  If records are going to be delayed more than 30 days, you will be notified in writing.

 

Q.        What form can I request my record in, and how will you get them to me?

A.        You may request your records be produced in any reasonable format.  That said, at your request, we may produce the records in hardcopy via mail or fax.  We may also provide softcopies via email.  If you choose to have your records sent by email, it is our duty to give the option of receiving email either encrypted, or unencrypted.  Please note that unencrypted email is not a secure form of communication and there is some risk that individually identifiable health information or other sensitive or confidential information contained in such an email may be misdirected, disclosed to or intercepted by unauthorized third parties.

 

Q.        What is myClinicalLabs patient portal?

A.        The myClinicalLabs Patient Portal is a secure website that will allow you to view your own protected health information.  If you would like more information about myClinicalLabs or would like to find out how to register for your own access, visit the myClinicalLabs Patient Portal.

 

Q.        I have received my records and have further questions regarding the testing that was performed, what should I do?

A.        All questions regarding why a particular test was performed should be directed to the ordering provider.  General information about lab testing can be reviewed on the Clinical Labs website.

 

Q.        What if I have additional questions?

A.        You may call our Client Services Department at (808) 677-7998.