Hamilton Medical Center maintains a medical record for every patient. We have a legal and ethical responsibility to preserve the privacy of every patient’s protected health information. Before we release information, the patient or his or her legally qualified representative must give prior authorization.
How may I obtain copies of my health information?
An Authorization to Release Information Form is required for any use or disclosure of Protected Health Information (PHI) that is not covered under treatment, payment, or health care operations (EHS business practices). The form is attached on this website. An authorization must be received from the patient before any PHI is used or disclosed with the exception of information used or disclosed for treatment, payment, or health care operations. When a valid authorization for use or disclosure of PHI is received, the information must be disclosed only to the individual or entity specified in the authorization and for the purpose authorized.
Please mail the authorization to:
Hamilton Medical Center records requests– Please submit to Hamilton Medical Center, Attention: Medical Records Department, P.O. Box 1168, Dalton, Georgia 30722-1168 or by facsimile at (706) 272-6049. For questions call (706) 272-6345.
Hamilton Physician Group records requests– Please submit to Hamilton Physician Group, Attention: HPG Administration, P.O. Box 1587, Dalton, Georgia 30722-1587 or by facsimile at (706) 529-6017. For questions call (800) 367-1500.
If you have additional questions regarding your health information, please contact our Release of Information – Health Information Management Department at 706.272.6345.
Who may sign an authorization?
The patient must sign the authorization unless the patient is a minor or declared physically or mentally incompetent. If the patient is a minor, one of the patient’s parents would sign the authorization. If the patient is mentally or physically incompetent, the patient’s legal guardian would sign the authorization and provide a copy of the Durable Power of Attorney. If requesting records on a deceased patient, the executor of the patient’s estate or surviving spouse should sign the authorization.
How can my doctor obtain my health information?
See address and phone numbers above. To request the x-ray film, your doctor should contact 706.272.6288.
Are there fees for obtaining my records?
Ciox Health is a contracted release of information vendor here at Hamilton Medical Center in Health Information Management Services. Below are the standard fees for producing a copy of your medical records by Ciox Health.
Fees for the copy of your medical record are as follows:
$6.50 for records delivered electronically or for paper delivery/pick up
$0.90 labor fee
$0.05 per page fee for toner & supplies
Applicable postage (if mailed) and taxes
How can I obtain a copy of my birth certificate?
Birth Certificates are maintained by the Whitfield County Health Department. The phone number for Vital Records is (706) 272-0827. The State of Georgia Department of Vital Records may also be contacted at (404) 479-4702. The state website is www.dph.georgia.gov/VitalRecords
If you have additional questions regarding your Birth Certificate, please contact our Birth Certificate Clerk, at 706.272.6432.