Medical Records
Health Information Management
Viewing Your Visit Notes Online
- Use Health e-Messenger to view your provider’s notes.
- Go to the visits/allergies/medication/labs section.
Contact
Phone: (831) 459-3063
Fax: (831) 459-3546
Location: Ground level of the Cowell Student Health Center
Hours
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Requesting your medical and mental health records through health information management
If you have an active UCSC email account:
- Use DocuSign: sign up using your UCSC email address.
- Check your UCSC email for a link to the Authorization for Release
of Mental and/or Medical Health Information form. - Complete and submit the form.
- Your form will be sent to Health Information Management
for processing.
If you do not have an active UCSC email account:
- Complete and sign the Authorization for Release of Mental and/or Medical Health Information form (pdf).
- The form must be signed by you, not a family member or medical professional.
- Fax the signed form to (831) 459-3546, or mail it to:
Attn: Health Information Management - Your request will be processed within 15–30 business days.
Additional medical records information
Changing your personal details
See the Office of the Registrar—Personal Information FAQs for how to update your personal details (e.g., name, date of birth, gender, pronouns, or lived name).
Changes made through the Registrar or MyUCSC are reflected in our system within 1–2 days.
Lived name
Student Health supports the use of lived names and will use them whenever possible during care. However, legal names must be used when submitting insurance waivers through the Academic Health Plans website and when ordering tests, claims, or referrals to outside providers. As of Spring 2023:
- The health center Electronic Medical Record (EMR) system now directly receives lived names and pronouns from the UCSC Registrar.
- Health provider-generated letters and referrals, patient-printed labels, prescription (Rx) labels, lab messaging, and visit notes are all set to auto-populate with lived names.
Visit the patient feedback form to leave feedback on these ongoing efforts to improve our process.
Gender Identity and UC SHIP
Currently, UC SHIP-affiliated vendors (Academic Health Plans, Anthem, Delta Dental, OptumRx) do not support unspecified (U), null, or blank gender values in their systems. These systems can only accept “X,” “male,” or “female.”
If your campus registration includes U, null, or blank, a default value of “F” will be transmitted to UC SHIP vendors. This default is arbitrary and due to outdated programming.
UC SHIP/UCOP and SHS are actively working with vendors to address this limitation.
Guardian consent for patients under 18 Years of age
If you are under 18, state law requires parental or guardian consent for most treatments at Student Health Services.
Please ask your parent or guardian to complete the required medical consent form. If you need a paper form – please email Medical records.
Subpoenas
Serve subpoenas directly to the Chancellor’s Office.
Questions? Contact:
Campus Counsel’s Office: (831) 459-1848
Information Practices in the Chancellor’s Office: (831) 459-4003
Important Reminders
Do not share your gold password. Anyone with your gold password can access your health records.
Health Information Management handles all student medical and mental health records from Student Health Services. Records are retained for 10 years after your last appointment, after which they are securely destroyed.