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Medical Records

Student Health Services
Health Information Management 
Phone: (831) 459-3063
Fax: (831) 459-3546 
Hours & Location 


Subpoenas: Serve subpoenas directly to the Chancellor's Office. Questions about subpoenas? Contact Information Practices in the Chancellor's Office at (831) 459-4003 or Campus Counsel's office: (831) 459-1848.
Health Information Management handles all student medical and mental health records from Student Health Services. We keep your records for 10 years after the last appointment date before securely destroying them.

Important Reminder! UCSC POLICY: Do not share your gold password. If someone else has your gold password, they can see your health records.

Requesting Your Medical and Mental Health Records through Health Information Management
Here's how to get records that are not available through Health e-Messenger:

If you have an active UCSC email account:

  • Use Docusign: sign up with DocuSign using your UCSC email account.
  • Check your UCSC email for a confirmation email with a link to the Authorization for Release of Mental and/or Medical Health Information form.
  • Complete the form.
  • Click "Submit." Your form will be sent to Health Information Management for processing.

If you do not have an active UCSC email account:

We will process your request within 15-30 business days.

Changing Your Personal Details

See instructions for updating your personal information (name, date of birth, gender, pronouns, or lived name) at the Office of the Registrar—Personal Information FAQs. We will receive your changes within a day or two after you make the request with the Registrar or MyUCSC. 

Gender identity and UC SHIP

Currently, all UC SHIP affiliated vendors (Academic Health Plans, Anthem, Delta Dental, OptumRx) do not have the capability to accept and store U: Unspecified, Null, or Blank gender values within their information systems. These vendors can only accept a "X," “male,” or “female” gender designation at this time. If your campus registration indicates a U, Null, or Blank gender identity designation, then a default value of “F” will be transmitted to the UC SHIP vendors and will appear within their respective information systems. The default value is arbitrary and based upon long-standing programming limitations.

UC SHIP/UCOP, in conjunction with the Student Health Services is working diligently with the vendors to ensure that their systems are upgraded as soon as possible. We sincerely regret this situation and we want to take this opportunity to assure all students of our unwavering commitment to equity, diversity and inclusion.

Lived Name

Student Health and Wellness supports our patients and clients with lived names and will use the lived name wherever possible in the provision of your care. It will be necessary to use a legal name when submitting your waiver through Academic Health Plans website and tests, claims, or referrals to outside providers involved in your care.

In 2022, we began the process of updating our documentation and systems to support both sets of names.

View our timeline on the updates we have made to patient labels, visit notes, referrals, and lab messaging.

2018 Academic Year: Student Health Center Electronic Medical Record system now directly receives Lived Names and pronouns from UCSC Registrar.

Spring 2023: Health provider generated letters/referrals, patient printed labels, Rx labels, lab messasing and visit notes are all set auto populate with Lived Names.

Visit the Patient Feedback Form to leave feedback on these ongoing efforts to improve our process.

Viewing Your Visit Notes Online

You can use Health e-Messenger to view your healthcare provider's notes from your visit in the “Visits/Allergies/Medication/Labs” section.

 

Return to the Student Health Center home or Return to the CAPS home