Allwell Medical Records Access

You have the right to access your Allwell treatment and financial records, in compliance with state and federal laws. You have the right to schedule an appointment to review your records with your provider; the appointment will provide the time necessary to review and discuss information in your record. On rare occasions, your provider may change his/her opinion about your right to review your record. If you are restricted from reviewing all or part of your records, your provider must have a specific treatment reason documented in your record and discuss the reason with you prior to the restriction. Parent and guardians may have access to records; there may be times when exceptions apply: when a minor feels that by releasing certain sensitive information to a parent/guardian, there may be retaliation or when a minor has a substance use disorder diagnosis at which time the minor must give consent for the parent/guardian to access/review the records.

You may request copies of your records (all or part) and/or you may authorize another person/agency to have access to your records (all or part). Allwell’s Clinical Records Department processes all requests for clinical records. There are steps that must be followed before your request for records can be completed. You must:

• Complete Allwell’s “Release of Information” authorization form (HIPAA/42 CFR Part 2 compliant).
• Pay any applicable fee for copies of the records (see fee information below).

The Clinical Records Department will verify above steps have been completed, review the authorization form for compliance, and release the records if all requirements are met. You will be asked to show identification (e.g., driver’s license) when requesting records for yourself. You will need to show legal documents when requesting another individual’s records (e.g., guardianship, power of attorney) or have a signed release form. The Clinical Records Department strives to process requests for records in a timely manner, but please note Allwell has 30 days to process records request in compliance with applicable laws.

If you have questions or want copies of your treatment records, the following options are available:

• For billing questions, call 740-454-9766 and ask to speak with a Billing Office representative.
• To review your treatment records (dated 4/1/25 to current), without a fee, you can utilize MyChart.

• For treatment records prior to 4/1/25, you can:

  - Call the Clinical Records Specialist at 740-624-6130

  - Call Allwell’s Corporate Office at 740-454-9766

  - Contact the Allwell facility closet to you (locations/contact information provided on Allwell’s website: www.allwell.org)

  - Complete an electronic Allwell specific “Release of Information” form on Genesis Healthcare System website: www.genesishcs.org. 

• Request Allwell’s “Release of Information” form from any Allwell staff, complete, and submit to Allwell staff, fax to 740-588-6452 with Attn: Clinical Records Department, or mail to: 

  Attn: Clinical Records Department
  2845 Bell Street
  Zanesville, Ohio 43701

Medical records fees

Pre-payment of a records flat fee is required prior to release the records for personal use, for legal purposes, or other non-treatment purposes required by Ohio law. If the fee is not paid at the time of completion of the required “Release of Information” form, the Clinical Records Department will provide notification of the required fee verbally by phone or by a mailed invoice. The payment can be made in person at an Allwell location closest to you or mailed to the address listed on the invoice. The same requestor of records will only be required to pay the records fee once within the same calendar year. 

Individuals who request records when filing for Social Security Benefits will receive one copy free of charge. Request for additional copies will follow the fee schedule provided below.

There are instances where Allwell does not charge a fee for copies of treatment records to include, but not limited to, sending records directly to a primary care provider or other health care facility for continuity of care; Bureau of Workers Compensation (BWC); Center for Medicare & Medicaid Services (CMS); County/State Department of Job and Family Services; Guardian Ad Litem. For a complete list of fee exceptions, contact the Clinical Records Specialist at 740-624-6130. 

If you have any questions regarding the request for records process and fees, you can ask any Allwell staff member or contact the Clinical Records Specialist at 740-624-6130.