Covid-19 Update: Our medical providers make your health our number one priority. To minimize the spread of COVID-19, we ask that all visitors wear a mask or face covering while in our facility. Please click here for more information about how we are helping to prevent the spread of COVID-19 and other infectious diseases.

Health Information Management (HIM)

Ensuring our patients’ health information and records are complete, accurate, and protected at PHC. 

Medical Records

What is a medical record?

A complete record of a patient’s key clinical data and medical history, such as demographics, vital signs, diagnoses, medications, treatment plans, progress notes, problems, immunization dates, allergies, radiology images, and laboratory and test results. The medical record is comprised of medical notes made by a physician, nurse, lab technician, consulting providers or any other member of a patient’s healthcare team. PHC uses an electronic health record (EHR), which is set up to ensure that medical charts are complete and accurate. Think of it as a digital version of a patient’s paper medical chart, a real-time record that makes health information available instantly and securely to authorized users. The use of an EHR at PHC ensures that our health care providers will be alerted to any missing, incomplete, or possibly inaccurate medical charts.

Phone: (207) 796-2321 x40
Fax: (207) 796-2195

Access to Medical Record(s):

  • Access to Medical Records follows strict regulations, guidelines and policies.
  • PHC receives hundreds of requests for medical records and they are only released if all guidelines are followed.
  • The use of your Medical Records is described in the PHC  Notice of Privacy Practices.
  • If you would like a copy of your medical record, please contact the Health Information Management Department.
  • Click here for Release of Information form.

HIPAA/Privacy & Security

What is HIPAA?

Health Insurance Portability and Accountability Act of 1996: To amend the Internal Revenue Code of 1986 to improve portability and continuity of health insurance coverage in the group and individual markets, to combat waste, fraud, and abuse in health insurance and health care delivery, to promote the use of medical savings accounts, to improve access to long-term care services and coverage, to simplify the administration of health insurance and for other purposes.

What is the Privacy Rule? 

The Privacy Rule assures that individuals’ health information is properly protected while allowing the flow of health information needed to provide and promote high quality health care and to protect the public’s health and well-being. U. S. Department of Health and Human Services (HHS) published a final Privacy Rule in December 2000, which was later modified in August 2002. This rule set national standards for the protection of individually identifiable health information by three types of covered entities: health plans, health care clearinghouses, and health care providers who conduct the Privacy Rule was required as of April 14, 2003 (April 14, 2004, for small health plans.)

What is the Security Rule? 

The HIPAA Security Rule establishes national standards to protect individuals’ electronic personal health information that is created, received, used, or maintained by a covered entity. The Security Rule requires appropriate administrative, physical and technical safeguards to ensure the confidentiality, integrity, and security of electronic protected health information; HHS published a final Security Rule in February 2003. This Rule sets national standards for protecting the confidentiality, integrity, and availability of electronic protected health information. Compliance with the Security Rule was required as of April 20, 2005 (April 20, 2006 for small health plans).

Notice of Privacy Practices

Your health care provider and health plan must give you a notice that tells you how they may use and share your health information. It must also include your health privacy rights. In most cases, you should receive the notice on your first visit to a provider or in the mail from your health plan. You can also ask for a copy at any time or review using the link below.

Components of the Notice of Privacy Practices:

  • Must state how the Privacy Rule allows provider to use and disclose protected health information. It must also explain that your permission (authorization) is necessary before your health records are shared for any other reason.
  • The organization’s duties to protect health information privacy.
  • Your privacy rights, including the right to complain to HHS and to the organization if you believe your privacy rights have been violated.
  • How to contact the organization for more information or to make a complaint.

Passamaquoddy Health System Programs