Health Information Management Department

The Health Information Management Department is dedicated to the integrity and security of your private health information in accordance with state and federal regulations.

Health records are retained for a period of 10 years after your last date of service or final treatment. Patients have the right to review their health record, for an appointment please call (239) 624-6567. For a fee, patients can receive copies of their health record, however there is no fee when the records are sent directly to another healthcare provider for the purposes of continuity of care.

Obtaining a Copy of Your Medical Record

The request can only be signed by the patient or legal representative after the date(s) of treatment. A copy of the Consent For Release form can be downloaded by clicking on this link or by calling us at (239) 624-6567 to receive the form by mail or fax. Use the contact information below to send us a completed form either by fax or by mail.

Requested medical records can only be mailed or picked up in person. We cannot fax or email medical records to patients.

Patients can also come to the NCH Central Campus at 2157 Pine Ridge Rd, Naples FL 34109 to complete the release form and/or pick up the records. Please note that a picture ID must be presented and that coming onsite does not guarantee that medical record copies can be obtained that same day, please allow 1 -2 business day for preparation.

If you need a copy of a birth certificate or death certificate, this is filed with the State of Florida. You may contact the County Court Clerk of Courts at (239) 774-8205 or the Bureau of Vital Statistics, Jacksonville, FL (904) 359-6900.

Record Fees

There is no charge for records that are requested for the purpose of continuity of care in which the records are sent directly to a physician’s office and/or medical facility, or for eligibility review with Medicare, Medicaid or other public assistance programs. There is a fee to the patient or the patient representative when the requested health record is not sent directly to a healthcare provider or public assistance program.

Non-continuity of care requests from any other party that is not the patient or the patient’s representative may be charged a fee.

Fees for copies of medical records are:

  • Flat fee of $6.50 per patient request
  • $.05 per page that are printed and delivered in hard copy 
  • Actual postage for records that are delivered in hard copy
  • $2.00 cost to deliver the portion of record maintained in paper for a standard request plus 6.5% sales tax and any applicable shipping and handling charges for medical records not sent DIRECTLY TO A PHYSICIAN OR HOSPITAL. Also, a fee of $6.50 per CD applies for Radiology, Cardiology and ECHO images.

Patient Representatives Requesting Records

Patient representatives must produce documentation proving legal guardianship and/or Power of Attorney for Health Care in order to request a copy of a medical record. The health record is a legal document that contains private health information. A spouse, children or significant others cannot request copies of a patient’s medical record without the patient’s written authorization unless they have legal authority to do so. Please note that a Power of Attorney for Health Care is no longer valid for patients that are deceased. A copy of a death certificate and/or executor to patient's estate documentation may be required when requesting a deceased patient's medical records.

If You Are Under 18

In general, a person under the age of 18 cannot consent to the release of his/her medical records except in one of the following exceptions:

  • Married, widowed, or divorced
  • Parent of a child
  • Members of the armed forces
  • Pregnant (or believes herself to be)
  • Living apart from parents and managing his/her own finances
  • Abortion records: records of unmarried minor who have received authorized consent from Superior Court for an abortion cannot be released without the minor’s written consent