Release of Patient Information

At Trinity Health, we offer an online records request that helps us verify your identity by asking for a photo of your driver’s license, which you can take via webcam or smart phone. Please note, Chrome, Safari or Firefox are the recommended browsers for this application.

Patients

Healthcare Providers

How do I transfer or request copies of my medical records?

To obtain your medical records, please submit a completed Release of Information Form. The form can be sent to ROI by mail, fax, e-mail or dropped off in person.
In certain cases, the patient’s physician or psychologist may also be required to approve a request before the healthcare information is released.

How do I complete the Release of Information Form?

• Fill in your name, address, phone number and date of birth
• In the Information to be released section, specify what records you are requesting
  • Specify dates of service and what records (e.g. immunization record, knee treatment, Cardiology records, etc.)
  • Name/Facility
  • Address
  • City/State
  • Phone
  • Fax (if you selected fax as the method of release)
  • E-mail (if you selected e-mail as the method of release)
  • Sign the bottom and add the date and time

  Who can sign a Release of Information form?

  • Patient (18+ years of age)
  • Parent (under 18) – a Step-parent cannot sign
  • Legal Guardian – Legal paperwork must be submitted with the Release of Information Form
  • Power of Attorney (if the patient is incapacitated) – Power of Attorney paperwork must be submitted with the Release of Information Form

  NOTE: Trinity Health does not accept electronic signatures

  How do I contact Release of Information?

  Hours of Operation: Monday thru Friday, 8 a.m. to 5 p.m.
  Phone Number: 701-857-5390
  After Hours: 701-418-7680
  Fax Number: 701-418-7671

  E-mail Address: [email protected]

  Mailing address

  Trinity Health ROI
  P.O. Box 5020
  Minot, ND 58702

  Physical Address

  Trinity Hospital

  2305 37 th SW, Hospital Entrance, Take the main elevator to 5 th floor, turn Right. Photo ID required.

  Can I view my Medical Records online?

  With Trinity Health’s Patient Portal you can view medical records and testing results dating back to 2014, communicate with your provider or schedule appointments; however, there are some limitations to what can be viewed on the Patient Portal. To sign-up for the patient portal online click HERE or you can sign up in person at your next doctor’s appointment or at the Release of Information office.

  How long after I submit my request will it take for my records to be released?

  Once the Release of Information is received, the release process may take up to 30 days. All requests are processed in the order they’re received and Trinity Health ROI strives to process requests as quickly as possible while still maintaining confidentiality.

  How will the records be delivered?

  The requested records will be delivered in the method chosen on the Release of Information Form.

  NOTES:

  • Records can only be faxed if there are 50 pages or less. If there are more than 50 pages, the records will be mailed.
  • There is a file size limitation on e-mail. If the file is too large, the records will be mailed.
  • Unsecure E-mail – Health information sent via unsecure e-mail may be at risk of inappropriate access. By selecting this option on the Release of Information Form, you are accepting this risk.
  • Radiology Images cannot be e-mailed

  Can I get another COVID Vaccination Card?

  A COVID vaccination card is a one-time thing provided when you receive your vaccinations. They cannot be re-created.

  Release of Information can provide a full immunization record that does include the COVID vaccinations.

  How do I request a copy of my Radiology Images?

  Specify on the Release of Information Form that you would like Radiology Images.

  The Imaging will be provided on a CD and can be mailed or picked up.

  • Images going to another facility that is linked to Trinity Health can be pushed electronically. (most ND facilities and Mayo Clinic)
  • Radiology Images cannot be e-mailed

  How do I request a copy of my Billing?

  Specify on the Release of Information Form that you are requesting Billing. ROI can direct the release to Billing for processing, or you can send the Release directly to the Billing office.

  Trinity Health Billing
  P.O. Box 5010
  Minot, ND 58702
  Clinic Billing Phone: (701) 857-5650
  Hospital Billing Phone: (701) 857-5105
  Fax: (701) 857-3011

  How do I request records of a deceased family member?

  If there is an executor of estate, the executor must sign and submit the Release of Information Form. A copy of the legal documents naming the executor and a copy of the death certificate is also required.

  If there is no executor of the estate, then the patient’s next-of-kin can sign and submit the Release of Information Form. A copy of the death certificate is required.

  Is there a cost to have medical records released?

  In some situations there is a charge for the release of medical records. Please review the ROI Price list under Forms. (Right side of the page)

  The cost of records cannot be determined until after the request is processed and the number of pages is determined. Once the request has been processed, an ROI Specialist will contact you via phone, e-mail, or mail with the amount due. Payment can be made by Cash, Check, Credit Card, or Money Order.

  What do I do if I find an error in my medical records?

  Complete a PHI Amendment Request form (found under Forms on the right) and submit it to Release of Information.

  Once received, your request and chart will be reviewed. For more information on the process, please review the PHI Amendment FAQ on page 2 of the form.

  How do I obtain a copy of my Birth Certificate?

  Birth Certificates are issued by the ND State Department of Vital Records

  Phone: (701) 328-2360

  Address

  ND State Department of Health
  Division of Vital Records
  600 East Blvd Ave
  Bismarck, ND 58505-0200