With over 40 years combined experience, the Medical Records staff of Potomac Valley Hospital performs data support for hospital functions along with the following:

  • Release of Information
  • West Virginia Cancer Registry
  • West Virginia Vital Statistics
  • Data Abstracting
  • Coding
  • Transcription
  • HIPPA Privacy Compliance

How to Request Medical Records

Sign a release of medical records form. This can be obtained at Admitting or the Medical Records office. You can also request a form be mailed or faxed to you. To request records by phone, call (304) 597-3632. Office hours are from 6:00am to 4:30pm Monday through Friday. 6:00am to 2:30pm Saturday and Sunday. Medical Records has 30 days to process requests.

At the patient’s request, records may be faxed to a primary care physician or a consultant. A signed release is necessary for this. Depending on the intended use, a fee may apply for copies of medical records.

General Information Concerning Medical Records

Copies of Emergency Room visits are automatically forwarded to family physicians for continuity of care. Copies of medical records will be forwarded to requesting medical facilities and physicians at their request for continuity of care.

According to West Virginia Code 48-9-601(b)(1), if parents of a minor patient are divorced or separated, both parents have rights to request the minor’s edical records absent a court order to the contrary. Neither parent may veto access requested by the other parent. A release of information form must still be signed.

Information required by state or federal law will be released to the appropriate agency. Potomac Valley Hospital reserves the right to refuse release of information if the information could endanger a patient or others.