We share our suggestions for ordering neurological records from Raleigh Neurology Associates.
GENERAL GUIDELINES
As noted in our generic instructions for ordering neurological records from any institution, the brain bank:
- now requires that records be at the brain bank prior to the passing of the intended brain donor
- neurological records ONLY are needed. No primary care physician records or hospice records. In the cases of Parkinson’s Disease, only the most recent 6-8 years of records are needed.
- it is always easiest to download neurological records via the online patient portal. If you don’t have access to the online patient portal, records must be ordered from the medical records office or clinic. Records can be sent from medical records offices or clinics directly to the brain bank. One advantage of this approach is that there may be no fee to the family. One disadvantage of this approach is that the family has no real way to confirm that records have been sent.
- ideally, records should be sent to the brain bank by email or posted to the cloud for download by the brain bank. Second choice is by fax. Third choice is by mail with tracking. Last choice is by mail with no tracking.
- ordering records and following up with the medical records offices or clinics is the family’s responsibility
Source: JDG/Pixabay
RALEIGH NEUROLOGY ASSOCIATES INFORMATION
These suggestions are derived from speaking with staff from the medical records office and viewing helpful webpages, including: Medical Records – Raleigh Neurology Associates
To summarize that webpage, these are the three ways to obtain medical records:
1. Download records via Raleigh Neurology Associates online patient portal.
Before downloading records, please ensure the available records include detailed Appointment Notes, also referred to as Progress Notes. The “Health Summary” or “After Visit Summary” does not provide the specific provider notes that Mayo researchers seek.
The online patient portal allows you to download your entire health record (or a specific date range).
The PDFs you have downloaded may be submitted to Mayo by:
- Secure email to Dennis Dickson, MD, ℅ the Brain Bank Coordinator, Rachel LaPaille-Harwood, at [email protected]
- Post to Google Drive, Dropbox, Box, or other online file sharing service with a link to the file(s) sent via email to the Brain Bank Coordinator, Rachel LaPaille-Harwood, at [email protected]
- Fax to 904-953-7117 (Attn: Dennis Dickson, MD)
- US Mail to Dennis Dickson, MD, Mayo Clinic Jacksonville, Birdsall 310, 4500 San Pablo Road, Jacksonville, FL 32224-1865 (phone 904-953-2439)
2. Order records by completing an online request via HealthMark’s Request Manager tool.
Note: Raleigh Neurology Associates partners with a third-party vendor HealthMark Group for medical records management and storage.
You do not need access to the patient portal to use the Online Patient Record Request tool. HealthMark’s Request Manager does not require usernames or passwords for logging in. Only an email verification is required.
Once logged in, select “Submit Request” from the menu options and enter all the required fields to provide an authorization directly to HealthMark. If you are the legal representative, you may be asked to upload additional supporting documentation.
Requests are generally processed within 8 business hours after you submit your request. Your records will be delivered electronically to your email inbox.
You can log in to HealthMark’s Request Manager for status updates. For urgent questions contact HealthMark (phone 800-659-4035, email [email protected]).
3. Complete the Raleigh Neurology Associates Medical Records Release form.
Raleigh Neurology has its own authorization form which can be downloaded and printed.
Please provide as much information as possible on the form, such as:
-> Information to be released from – Provide complete office information for the clinic the patient was seen. (This information can be found at the top of the form.)
-> Information to be sent to – Records should be faxed to Dennis Dickson, MD, Mayo Clinic Jacksonville, Birdsall 310, 4500 San Pablo Road, Jacksonville, FL 32224-1865 (phone 904-953-2439, fax 904-953-7117)
-> Information to be released – Check the box for “The most recent pertinent information”. Pertinent records may include: office notes, labs (i.e. genetic testing or lumbar puncture), radiology reports, medication lists and special testing.
-> Treatment Dates – Provide the date range the patient was seen and/or treated by Raleigh Neurology Associates. Either check the boxes for “Office Notes”, “Lab Work” (for genetic testing or lumbar puncture reports), and “Diagnostic Studies” (only imaging reports are needed). Or, check the box for “Specific health information” and write in “All neurologically-related notes/reports”.
-> You must check a box for “I do” authorize release for information regarding mental health.
-> The information below is being disclosed for the following purpose: Check the “Other” box and write in any one of the following reasons: “medical research,” “clinical-pathological correlation” or “brain bank research.”
-> This authorization shall be in effect until the information has been forwarded/obtained as requested unless specified – You must provide a future date in this field. A good timeframe to use is a future date six months or a year from the date that you sign this form.
-> If the intended donor is signing the form… You may sign, date, and return the completed form via:
- Fax to: 919-325-4693, or
- Mail to: Raleigh Neurology Associates, Attn: Medical Records, 1540 Sunday Drive, Raleigh, NC 27607
-> If the intended donor is not able to sign the form, the medical power-of-attorney should sign his/her name. When you submit the completed authorization form, be sure to include a copy of the medical power-of-attorney document and a photograph of the medical power-of-attorney’s government-issued ID.
Unsigned or incomplete forms will not be processed.
When faxing or mailing a request, we suggest a confirmation call to Raleigh Neurology Associates medical records department (phone 919-782-3456, Monday-Friday 8 a.m. – 4:30 p.m., ask for medical records) seven to ten business days after submitting the authorization form. Inquire when the records were sent (or will be sent) and confirm the delivery method – whether by fax or mail. Documenting the date and method of delivery will be of great help for a later step in these instructions.