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VA Health Care Upstate New York


Health Information Management Service (HIMS)

two doctors reviewing patient charts
HIMS Services
Release of Information
Retention of Patient Records
Frequently Asked Questions
Contact Information
My Health eVet
US Department of Justice**
National Archives and Records Administration (NARA)**
Centers for Medicaid and Medicare Services**
American Health Information Management Association*
Maintain, collect and manage health records. Ensure timely and accurate delivery of data to health care providers. In return the health care providers rely on the information to deliver quality healthcare. The following services are offered:

Release of Information
The Release of Information Section processes requests for health information. The requests are processed in the order they are received to ensure that the requests are completed in accordance with federal regulations, policies and procedures.

Services include:
  • Copy and release medical records to those with a legal right to the information.
  • Request copies of medical records from outside agencies or other VA Medical Centers.
  • Request medical records to be transferred to other VA Medical Centers.
  • Process requests for medical records by the Regional Office.
File Room
A Consolidated Health Record (CHR) is created and maintained for every individual that is treated or assessed within the Medical Center. There is a medical record that documents the diagnosis and treatment of the patient, and an administrative record.

Consolidated Health Records are retained in the VA Health Care Facility until three years after the last episode of care. There after, records are inactivated and shipped to a Retirement Center and maintained for 75 years.

Other functions of the HIMS Department include:
  • Record Analysis
  • Transcription Support
  • Coding
  • HIMS Compliance

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