Health Information Management

Hours:
See our Hours & Location page

Location:
Student Health Services

Contact:
Health Information Management 
Phone: (831)459-3063
Fax: (831)459-3546 

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.

The Health Information Management handles all student medical records from Student Health Services.

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

Health Information FAQs

Q. Where can I find and print my immunization records?

A. Log on to Health e-Messenger using your username and gold password. On the left sidebar, select Immunizations. Your records display there and you can print the page for your records.

Q. What form should I use to request my records?

A. There are two ways:

  • If you have an active UCSC email account, use DocuSign
    • First, 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:

Q. When will you process my request?

A. Within 15-30 business days.

Q. How long do you keep my records?

A. After your last visit, we keep your medical records for 10 years before securely destroying them.

Q. How do I change my personal details (name, date of birth, gender, pronouns, or preferred name)?

A. See instructions for updating your personal information at the Office of the RegistrarPersonal Information FAQs. You may need to complete forms for certain changes. We'll receive your changes within a day or two.  

Q. What should I know about gender identity and UC SHIP?

A. 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.

Your Medical Records and the CURES Act (Open Notes)

Q. How do I access my medical record?

A. When you log into Health e-Messenger, go to“Visits/Allergies/Medication/Labs.” You will see your healthcare providers’ notes, laboratory or radiology (x-ray) results, and your list of medications and allergies.

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Q. What if I notice any errors in my medical record?

A. If you notice any errors that would affect your treatment or health care, send a message to Health Information Management. When you log into Health e-Messenger, select “Messages” and then “Send Message” to Health Information Management (Medical Records).


Q. What if I don’t understand my laboratory or radiology results?

A. You may be able to access laboratory results and radiology reports before your healthcare provider has reviewed them. Once your healthcare provider reviews the results, they will message you to explain what the results mean. 

It is common for some lab results to be highlighted as “abnormal,” but they may not be significant in terms of your health, especially if the result is close to the normal range. Your healthcare provider will interpret the results and provide you information and guidance with your health history in mind.

Some lab results (such as sexually transmitted infection test results) will not be released immediately because they require the review of a health care provider before they are released.

Q. What is Open Notes and the Cures Act?

A. Open Notes is a national movement to provide patients with information and access to their health records. Beginning April 2021, all patients with records in Health e-Messenger will be able to access notes that are entered by health care providers. This is in alignment with the implementation of the Office of the National Coordinator for Health Information Technology (ONC) Cures Act Final Rule.

Q. When can I see a note from my visit?
You will be able to find your notes in Health e-Messenger once the healthcare provider completes it.

Q. What if I don’t understand something written in the note?
A. Keep in mind that healthcare providers use the notes to communicate with others involved in your care. The notes may not necessarily be written in lay-person’s language. If you find the note difficult to understand because of unfamiliar terms or abbreviations, Medline Plus is a good resource to help you understand those terms. You may also schedule a follow-up appointment with your healthcare provider to clarify any questions with your health or plan of care.

Q. I’m concerned about privacy. Who else has access to my medical record?
Your medical information can only be viewed by people who are legitimately involved in your care. Clinicians and other staff operate under strict confidentiality rules. To maintain your privacy it is very important to keep your Health e-Messenger login and password (your CruzID and your gold password) private. When you finish looking at Health e-Messenger, log out to avoid others looking at your medical information.

 

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