Medical Records
Visitor Guidelines
Only ONE party at a time will be allowed into the department. The department door will be locked and visitors must ring the doorbell outside the department door. If you ring the doorbell and no one immediately comes to the door, HIM is currently busy assisting a customer and will be with you promptly.
You can still complete a records form online below or mail/fax in the form. For any questions, please call 919-938-7705.
Our Release of Information staff will be happy to assist you with requests for your medical records.
We can assist you with the following:
- Access to your medical records
- Obtaining copies of your medical records
- Requests to amend your medical records
The Release of Information Office is located within the Health Information Management Department in UNC Health Johnston Smithfield. The office is open from 8:00 a.m. till 4:30 p.m. Monday through Friday. To reach the office, call 919-938-7705.
How to Request Information
Medical Record
To request a medical record, you have two options.
Online– create an account or log in to your My UNC Chart patient portal and request a copy of your medical records.
In Person– complete the Authorization for Release of Information form and submit it with a copy of your identification, such as your drivers license. Forms may be acquired and submitted in person in the HIM Department. You may also print and mail in the English Authorization for Release of Information Form [PDF] or Español Autorizacion Para Divulgar Informacion [PDF] to the following address:
UNC Health Johnston
Attn: Health Information Management – Release of Information
PO Box 1376
Smithfield, NC 27577
Requests for records will take approximately 10 to 14 days to process.
Amendment of Protected Health Information (PHI)
Request for Amendment of Protected Health Information (PHI) Form [PDF]
Formulario de solicitud de enmienda de la información médica protegida [PDF]
Fees
There is no charge to send copies of your medical records directly to another health care provider. However, if copies are for a patient’s personal use, photocopy fees may be assessed.
Release of Information Questions
If you have specific questions about the release of custody cases, protected medical information, behavioral health records, release of expired patient records, or cases that require further clarification, please call:
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Release of Information Office, 919-938-7705
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Privacy Officer, 919-938-7154
Birth Certificate Registry
Our birth registrar will file your child’s birth certificate worksheet with the local registrar promptly and accurately within the required five-day period from the date of birth (as required by North Carolina Vital Records).
How We Record Births
We ask either of the parents to provide the infant’s name and date of birth. We also collect the parents’ demographic information so that we can make sure the birth record is accurate. If the parents aren’t married and the father wants his name printed on the birth certificate, then he must complete and sign a paternity affidavit. Once the birth certificate worksheet is complete, the mother signs the original copy. It is then sent to the Office of State Vital Records.
Getting a Copy of a Birth Certificate
You can get a copy of a birth certificate from the Office of State Vital Records. Please complete the request section on your copy of the birth certificate worksheet and follow the directions. You can also get a copy of a birth certificate from the Johnston County Register of Deeds. The office is located inside the Johnston County Courthouse at 207 E. Johnston St., Smithfield.
Birth Certificate Registry Questions
If you have specific questions about how births are registered, call 919-938-7704 to reach the birth registrar or 919-938-7516 to reach the director of Health Information Management. You may also call the North Carolina Vital Records at 919-733-3000, send a letter to 1903 Mail Service Center, Raleigh, NC 27699-1903 or visit their website.
When It’s Time to Leave the Hospital
When you are ready for discharge, you will receive instructions on how to care for yourself at home. If there’s something you don’t understand, please ask questions.
Tell Us How We Did
Our goal is to provide you with excellent care. To evaluate our performance, we regularly conduct patient satisfaction surveys. If you receive a survey, please take the time to provide us with your feedback related to your care.
