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Medical Records

Medical Records

Obtain Copies of Your Records

Medical Records are maintained by the Health Information Management Department (HIM). The HIM Department is open to the public:

Monday – Friday, 8 am – 4:30 pm (excluding holidays)

To obtain a copy of your medical records for yourself or to have your medical records sent to a third-party download and complete the Request by Patient or Patient Representative for Copy of Health Information form clearly stating the dates of service, the specific type of record(s) desired and all other information indicated on the form. This form may also be obtained in the HIM Department, or you may request that the form to be mailed, emailed or faxed to you. Mail, fax or drop off your completed form to the HIM Department address/fax number listed below.

Except for immediate patient care (i.e., a scheduled doctor appointment), please allow up to five business days for requests to be processed.

Records will be faxed for immediate patient care to another health care provider only if the patient is in the health care provider’s office. If you wish to have your records mailed to your physician prior to an appointment date, please indicate the appointment date on the request.

If you are picking up a copy of your record, photo ID will be requested. Please note that only the patient or patient representative may pick up a copy of the record unless otherwise indicated in writing by the patient or patient representative.

Costs

In accordance with Federal and District of Columbia law, processing fees and copying charges may apply. If there is a charge for your records, you will receive an invoice from the HIM Department.

If the record is being released directly to your private physician or another health care facility, there is no charge associated with copying your records.

For copies released directly to the patient/patient representative or to a third party upon the request of the patient or patient representative (e.g., attorney) a fee of $6.50 applies.

Third-Party Requests

To obtain a copy of medical records for someone other than yourself, download and have completed, by the patient or patient representative, the Authorization for Release of Health Information form, clearly stating the dates of service, the specific type of record(s) desired and all other information indicated on the form. This form may also be obtained in the HIM Department or you may request for the form to be mailed or faxed to you. Mail, fax, or drop off the completed form to the HIM Department address/fax number listed below. You may be charged a flat fee of $2.50 for retrieval and $6.50 for the production of these records.

Birth Certificates

Sibley Memorial Hospital does not issue birth certificates. All birth certificates are issued by The State Center for Health Statistics Vital Records Division. Vital Records is located at:

825 North Capital Street, N.E.
Washington, D.C. 20002
Phone: 202-442-9303 or 202-442-5865

To obtain copies of birth certificates you must call or write to request a copy. The fee is $23. Make checks payable to the D.C. Treasury. If writing, you must include the child’s name, date of birth, mother’s maiden name and father’s name in your request. If picking up in person, you must present a picture ID.

Verification of Birth

If you require a verification of birth letter from the hospital, please contact the birth registrar at 202-537-4784.

Social Security Number

If you requested a Social Security number at the time of your child’s birth, it will take eight to 12 weeks to receive the card. If after 12 weeks you have not received the card, contact the Social Security Administration at 1-800-772-1213.

Contact Information

Mailing Address

Sibley Memorial Hospital
Health Information Management Department
5255 Loughboro Road NW
Washington, D.C. 20016

Key Phone Numbers

Health Information Management (general reception)
202-537-4088

HIM fax
202-966-4096

Birth registrar
202-537-4784