Request Medical Records
The Information Management Department at Astor Services maintains documentation of each client’s care. It is the responsibility of Astor Services to protect the confidentiality of the client’s medical record. Any information contained in the medical record is confidential and protected by federal and state law. Therefore, client information may only be released upon receipt of an appropriate HIPAA authorization or valid subpoena/court order.
To request medical records in person, by mail, email or fax, a copy of a photo ID is required as well as a completed Authorization to Obtain/Release Information (available below).
Agency Authorization to obtain and release information – English
Autorización de la agencia para obtener y divulgar información – Spanish
Requests for records and authorizations may be requested through the webform below, emailed to medicalrecords@astorservices.org, or faxed to (845) 876-6995. Questions can be directed to Information Management at (845) 516-7500 ext. 03060.
Record requests are typically completed within two weeks of receipt of request but could take up to 30 days (as permitted by HIPAA).
Retention
Astor follows the American Health Information Management Association’s recommendation that records of services provided to minor clients be retained until the client is 22 years of age, or for 10 years after discharge, whichever is longer.
Records Pricing
· Paper Records $0.75/pg. plus shipping
· Electronic Records $0.35/pg. sent by email or fax
· Electronic Records on CD – $50/CD plus shipping
Astor’s policy is to ship all medical records USPS certified mail/return receipt or UPS Ground for tracking purposes. Records will not be sent without a tracking number. The most cost-effective shipping method will be chosen depending on the size of the record.
· USPS Certified Mail/Return Receipt
Payment for records may be made by check, money order or credit card.
Note: Astor does not charge for record requests for active clients when the client/parent/guardian requests the records. Any other record requests (example: requests from attorneys, excluding SSI/SSDI) for active clients will be charged for the record requests in accordance with the above fee schedule. Astor follows the above fee schedule for all discharged client record requests.
Privacy Practices
Notice of Privacy Practices – English
Notice of Privacy Practices – Spanish
Contact Information
Information Management Department
Phone: (845) 516-7500 ext. 03060
Email: medicalrecords@astorservices.org
Fax: (845) 876-6995
Please provide the information requested below. We will mail an “Astor Services Authorization to Obtain/Release Information Form” to the address you provide.