Health Records

Every time you visit the Student Health Center, your health care provider enters information about the care you receive in your health record. For example, your health record may include your lab or X-ray reports, information about your prescription medications, or a physician’s notes about your illness or injury.

Federal laws HIPAA and FERPA require us to keep your health information confidential, Student Health stores your health record in a technologically state-of-the-art Electronic Health Records (EHR) system. The EHR system both secures the privacy and confidentiality of your protected health information (PHI) and ensures your easy access to it.

Laws Around the Release of Health Records

Student Health adheres to both state and federal laws that protect the confidentiality of your health records. Federal law only allows the Student Health Center to release your protected health information (PHI) to anyone (including parents and faculty) with your expressed written permission, except under certain very rare circumstances.

The Family Educational Rights and Privacy Act (FERPA) and the Health Insurance Portability and Accountability Act (HIPAA) govern the release of students’ medical records. The Student Health Center only releases a student’s medical records to parents or guardians in two cases:

  • If the student is under the age of eighteen.
  • If the student gives written consent for release.

The Health Insurance Portability and Accountability Act (HIPAA) also governs the release of non-student health records. The Student Health Center will release protected health information (PHI) to designees upon receipt of written authorization. We recommend that you review the university policy on FERPA as well.

Request Your Health Records

Please complete the NC State – Student Health Services Authorization to Release Protected Health Information ( PHI) :

  • To authorize your health records be sent TO NC State –  Student Health Services
  • To authorize NC State  Student Health Services to disclose your health information to you or a designated third party

Download the NC State – Student Health Services Authorization to Release Protected Health Information ( PHI)

Use this link to view Instructions for completing the Authorization Form

Completed Authorization Form must be submitted to Health Information Management:

The top section of the Authorization Form identifies options for submission. These include:
  • Fax
  • eMail
  • Mail
  • Drop Off at Student Health

Health Record Fees 

Copies of your immunization records to you:

We will release copies of your immunization records to you at no charge. For current students, you may download your immunization record yourself through the HealthyPack Portal.

Copies of your health record to you:

There is a $10.00 minimum fee for releasing health records to you. This $10.00 fee includes health records up to 40 pages. After 40 pages a charge of $0.25 per page will be added.

Check the Status of Your Health Records Request

We will respond to your request for health records as soon as possible. We are required to comply with your request within 30 calendar days from receiving your request.  If you have any questions about the status of your request we can be contacted at 919-515-7107.

Request To Amend Your Health Record

You may request that certain information in your health record be amended. If you are requesting an amendment ( change) to your medical record, please contact us at 919-515-2563 or by email at medicalrecords@ncsu.edu.  

To Contact Us

The Health Information Management Department is located at:

NC State University

Student Health Services

2815 Cates Avenue

Raleigh, North Carolina 27695

Telephone Number: 919-515-7107

Hours of Operation:

You may contact us Monday, Wednesday, Thursday and Friday from 8:00 a.m. – 5:00 p.m and Tuesday from 9:00- 5:00 p.m.

To request additional information or report problems, both students and non-students may contact the NC State Privacy Officer at 919.515.6122. Written complaints regarding privacy rights violations may be sent to the NC State University Privacy Officer.

Mailing Address:

University Privacy Officer

Campus Box 7521

NC State University

Raleigh, NC 27695

 

Students may also follow the Student Grievance Procedure for undergraduates or for graduate students for matters relating to medical records. If the matter is not resolved, you may also file a complaint with the Secretary of Health and Human Services or the Family Compliance Office, US Dept. of Education.