You can submit a records request three ways:

Call our main number at 757-788-0550

Fax us the request at 757-251-1057

Write your request to:

Medical Records

500 Medical Drive

Suite 500C

Hampton-Newport News CSB

Hampton, VA  23666

ATTN:  Records Request

Your request must include for whom the request applies and time period(s) of services provided by H-NNCSB.

You may submit a records request for yourself or  others for whom you are documented as allowed to access their records.  Proof of identity is required.

A designated entity (attorney, etc.) may also request your records.

If you were previously listed as the parent, guardiant, or responsible person and disclosure was permitted, but that has been removed, H-NNCSB is not permitted to process your request.

For individuals:

• For electronic materials, the cost is $.50 per page up to 50 pages; all pages 51 and over are $.25 per page.  There is a $10.00 processing fee.
• For printed materials, the cost is $.50 per page up to 50 pages; all pages 51 and over  are $.25 per page.  Postage and handling is $3.95 and there is a $10.00 processing fee.

If you or a designee owes H-NNCSB for unpaid and fulfilled medical records requests over 30 days, H-NNCSB may require payment of overdue amounts before a new request will be processed.  

The general process is:

• You or your designee request the records.
• An electronic release form will be required for you to complete. Your identity or your designee's identify is verified. If identify cannot be verified, the records cannot be provided.  
• Electronic records are formatted and delivered via a secure email link.
• Paper records are mailed to the recipient via secure mail.
• If records will be provided in printed format for pickup, you will be provided a scheduled appointment date and time for retreval.  Medical Records will attempt to accommodate existing appointments for scheduled services to avoid extra trips.

H-NNCSB's policy is that  requested records will be provided within 14 days after identity is verified.

There may be times, due to heavy volume of requests, that your request cannot be completed within 14 days.  The Medical Records team will inform you or your designee.  

Requests for a large volume of records may take longer than 14 days.

H-NNCSB complies with the Library of Virginia records retention schedules for medical records.

Record retention schedules apply only to clients who are discharged (no longer receive services from H-NNCSB). Active client records are never destroyed, regardless of age of the client or the client's records.

GS-18 specifies retention requirement duration for medical records.  Adult records are retained or six years after the last date of service.  Records of care to minors (up to 18 plus six year years) is retained until 28 years after birth.

Child record examples: 

A two-year old received services ending in 2014. 16 years pass until the child is 18 in 2030. Add another six years and the records may be destroyed in 2036.

A six-year old received services ending 2014.  12 years pass until the child is 18 in 2026.  Add another six and the records may be destroyed in 2032.