Privacy of Records

The Student Health Services shall not voluntarily use the medical records in any manner that will jeopardize any of the rights or interest of the patient. Every staff member, including student assistants, must respect the confidentiality of patient records. Other than members of the staff directly involved in the care of the patient, no one may read or receive a copy of any part of the patient's record with the following exceptions:

• With written permission of the student or his/her parent or guardian if he/she is a minor, a copy of part or all of a medical record may be sent to an outside physician, medical facility or other institution.
• With written permission of the student or his/her parent or guardian if he/she is a minor, copies of pertinent records may be provided to attorneys, investigating agencies, or copying services.
• Cases in which legal statues require reports to be made: e.g., contagious diseases, gunshot wounds, child abuse, sexual assault, etc.
• Industrial cases in which all, or part of a medical record, are subpoenaed by order of the court.

A student may receive copies of his/her record by completing an Authorization for Release of Medical Information form (available at SHS—please call 909-869-2737 to request the appropriate form for your situation), or if the student wishes to review his/her medical record, an appointment with a clinician must be made, and the clinician will review the record with the patient. All medical records are kept on file for seven (7) years from the date of the last entry.

A parent of an adult patient (over 18 years of age) or of an emancipated minor is not entitled to receive confidential information about the patient unless the patient gives written permission (see procedure above).

Medical records will be accessible only to members of the Student Health Services staff who are currently working with the patient.