Medical Records
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.
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:
- Complete this Authorization for Release of Mental and/or Medical Health Information and sign it. Make sure that you sign it, not a family member or medical professional.
- Fax the signed form to 831-459-3546. You can also mail the form (use "attention: Health Information Management" on your envelope).
We will process your request within 15-30 business days.
Guardian consent for patients under 18 years of age
If you are under 18 years of age, 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 med_rec@ucsc.edu
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
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.
FAQs about Your Medical and Mental Health Records and the CURES Act (Open Notes)
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. What if I notice any errors in my medical or mental health 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. 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 and mental health records?
Your medical and mental health 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.
