Health Information Management (HIM) – also called Medical Records – manages patient health records for Dignity Health, Yavapai Regional Medical Center (YRMC), Yavapai Regional Medical Group, Prescott Valley Medical Imaging and Prescott Medical Imaging. Our HIM team is committed to protecting and maintaining health records to support the delivery of patient care. The HIM team:
- Manages all YRMC-related inpatient and outpatient health records
- Provides information for birth certificates and death certificates
- Assists with amendments to health records
- Oversees the appropriate release of information related to care provided to YRMC patients at all YRMC inpatient and outpatient locations—YRMC East, YRMC West, Yavapai Regional Medical Group, YRMC Del E. Webb Outpatient Center, YRMC Outpatient Services Building, the YRMC Wellness Center, Prescott Valley Medical Imaging and Prescott Medical Imaging
- Helps patients set-up their personal accounts to access their health records online through YRMC CareConnect
Located at both YRMC East and YRMC West, the HIM Department is available Monday through Friday, 8:00 am - 4:30 pm.
Do you need a copy of a health record? HIM releases copies of patient health records if they include a complete and valid Authorization to Disclose Protected Health Information (PHI) signed by the patient or his or her legal representative. The signed authorization must meet the requirements outlined in the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and Arizona State Statute. People age 18 and older (or under the age of 18 but considered an emancipated minor) have the authority to release medical information on their own. Here are instructions to help you request health information:
Accessing Your Health Record Online
If you have a YRMC CareConnect account and want to access your health record online, please go to YRMC CareConnect. If you would like online access to your YRMC health record and wish to establish an account, you can do so on-line (you will be asked for your medical record number) or by calling the Health Information Management Department or your YRMC PhysicianCare provider.
Patient or Family Member Request for Health Records
To request copies of health records, complete an Authorization to Disclose Protected Health Information. Use the following checklist to complete your health record request. Check your request carefully before submitting it. If it’s unsigned or incomplete, your health record request could be delayed. Also, depending on the request, there may be copying fees.
Do you want a paper or electronic version (CD) of the health record? Please make a note of your preference on the authorization form. If no preference is included, we’ll provide a paper copy.
Is your request urgent or do you have special handling needs? Please include this information on the authorization form.
Please provide one of the following forms of identification with your request (all identification must be valid and current):
- Driver’s License
- Employment ID
- Military ID
- School ID
- State-Issued ID
- Veteran’s Administration ID
- Passport
Please include the following documents, if they apply:
- Power of Attorney for Healthcare
- Legal Guardianship Papers
- Court Documents Establishing Emancipation
- Divorce Decree
- Death Certificate
- Executor of Estate
If you want to pick up the health record from the HIM Department, please indicate this on the authorization form. Be sure to include a daytime phone number so we can call you when the health record is ready.
There are three options for submitting the authorization form:
- deliver
- fax
- mail
- e-mail – Please contact us at (928) 771-5657 for an e-mail address
You may deliver the authorization form to the HIM Department at YRMC East or YRMC West during office hours (8:30 am - 5:00 pm). Here are the addresses, along with mailing and faxing information:
Release of Information
Health Information Management Department
YRMC East
7700 East Florentine Road
Prescott Valley, Arizona 83614
Phone: (928) 442-8657
Fax: (928) 771-5785
Location Map
Release of Information
Health Information Management Department
YRMC West
1003 Willow Creek Road
Prescott, Arizona 86301
Phone: (928) 771-5657
Fax: (928) 771-5785
Location Map
In most cases, records are sent by U.S. mail. If you need health records for a medical emergency, we will fax the health records directly to a physician or medical facility.
Please allow three working days after we receive your request to prepare the records. While the law allows 30 days, our HIM team makes every effort to honor your requested time frame. In some cases, there may be a delay in processing requests due to health record completeness at the time of the request.
If you review your health record information and believe that information is incorrect or incomplete, you may ask YRMC to amend your record. YRMC asks that requests for amendments to medical records be submitted in writing to:
Amendment of Medical Information
Health Information Management Department
YRMC West
1003 Willow Creek Road
Prescott, Arizona 86301
Phone: (928) 771-5657
Fax: (928) 771-5785
For more information, please review the Yavapai Regional Medical Center
Privacy Notice.
While YRMC gathers information for the process of registering a birth or death, certified copies of birth or death certificates must be requested through the
Arizona Department of Health Services Office of Vital Records.
Arizona is a “closed record” state which means that vital records are not public record. Arizona law restricts the public’s access to vital records to protect the confidentiality rights of its citizens. Additionally, to request a birth or death certificate, you must be 18 years of age or older and must meet certain eligibility requirements.
Office of Vital Records
Arizona Department of Health Services
P. O. Box 3887
Phoenix, Arizona 85030
(602) 364-1300
1-888-816-5907
Advance directives are an important part of healthcare preparation. These can include a living will, medical power of attorney, mental health power of attorney or a combination of all three. Here are sources to assist you:
Non-Patient Requests for Health Records (Non-Staff Physicians, Healthcare Providers, Legal Requests, Insurance)
If needed, please complete an Authorization to Disclose Protected Health Information (PHI) for the following:
Please fax the request with “stat” to indicate top priority to (928) 771-5785. Emergency requests usually apply to hospitalized patients for whom the information is critical to the care or service being provided.
Please mail or fax your request, including, if needed, the patient’s authorization. Be specific regarding the information you’re requesting so our team can provide you and the patient the best service possible. Unless otherwise noted, your request will be returned within one business day. If your request requires a faster response, please note that and we’ll do our best to meet your needs.
Please submit a complete request – by mail or fax – including the following document or information:
- Patient authorization
- Purpose of the request
- Information required to meet your request
Release of Information
Health Information Management Department
YRMC West
1003 Willow Creek Road
Prescott, Arizona 83601
Phone: (928) 771-5657
Fax: (928) 771-5785
In most cases, records are sent by U.S. Mail. If you need health records for a medical emergency, we’ll fax the health records directly to a physician or medical facility.
Please allow three working days after we receive your request to prepare the records. While the law allows 30 days, we make every effort to honor your requested timeframe. If it’s incomplete, your health record request could be delayed.