UMass Boston

Health records are maintained through a secure electronic health records (EHR) system and are completely separate from all other university records. The privacy of this information is protected by law.

UHS staff refer to the information in your health record only as needed to provide integrated care for you and communicate with each other about your care through the secure EHR system. The EHR portal, My Health Beacon, facilitates confidential communication between providers and patients/clients. 

We reinforce this fundamental commitment to confidentiality through yearly mandatory training for all UHS employees. Every staff member and volunteer must sign a confidentiality agreement. Regular audits of the EHR provide an extra measure of protection.

We will never release any of your health information without your written permission, except in the following instances:

• If treatment at another facility is needed for continuity of care in an emergency.
• If, in our judgment, releasing information is necessary to protect you or others from a serious threat to health or safety.
• If it is authorized or required by law.

Since 2008, UHS General Medicine Department has been using a state-of-the-art confidential electronic medical record (EMR).  Every time a healthcare provider has an encounter with you - through an appointment or on the phone - that information is documented in your protected health record.  

Health records are kept for seven years. If you want to obtain a copy of your health records for your own records or for a different provider, you must make the request. In the request, you may specify that all your records be sent, or only specific dates or information be released.  You can discuss any concerns around this with a UHS healthcare provider. 

Authorization to Obtain Medical Information Form

Please bring the form to UHS, email it to uhs@umb.edu, or mail it to:  

University Health Services 

ATTN: Health Records Department 

University of Massachusetts Boston 

100 Morrissey Boulevard 

Boston, MA 02125 

Protecting Access to Confidential Health Information

As of July 1, 2018, patients in the Commonwealth of Massachusetts now have additional privacy protections available to keep private healthcare information from being shared. If you are on another person's health insurance (like a parent or spouse), you can now submit a request to keep information about your health care services confidential. This new law changes how the Explanation of Benefits (EOB) statement, which is generated after a health visit and sent to the insurance subscriber and unintentionally compromises patient confidentiality, can now be redirected.

If you are accessing care through General Medicine services, or at an outside provider for any of the following "sensitive services" and have a Massachusetts-based health insurance plan, you may now request that the EOB statement be sent to you. These services include:

• Mental Health Services
• Substance Use Disorder Services, including Medication and Treatment
• Gender Transition-Related Services
• Testing, Treatment, and Prevention of Sexual Transmitted Infections (e.g., HPV vaccines)
• Testing, Treatment, and Prevention of HIV and AIDS (including pre-exposure prophylaxis (PrEP)
• Hepatitis C Testing, Treatment, and Medication
• Hepatitis B Testing, Treatment, and Medication
• Reproductive Services (e.g., breast, cervical, and prostate cancer screening, identification and treatment of minor infections)
• Contraceptive Services
• Fertility Services
• Abortion Services
• Pregnancy Testing and Counseling on Pregnancy Options
• Any Visit Including Assessment of Sexual Risk, Pregnancy Intention, and/or Reproductive/Sexual/Pregnancy Coercion
• Services Related to Sexual Assault
• Domestic Violence Diagnosis, Services, Support, and Counseling
• Management of Abnormal Pap Smears
• Diagnosis and Treatment of Vaginal Infections
• Prenatal Care

The law protects patient privacy in four main ways:

1. Insurance plans must address the EOB form to the patient's name (even if the patient is dependent on the plan) rather than to the policyholder.
2. All patients can choose their preferred method of receiving EOB forms, including at a different mailing address or through an online portal.
3. EOB forms will contain general information only, such as "office visit" or "medical care," rather than explicit descriptions of sensitive healthcare services that could violate confidentiality.
4. All patients will have the option to opt out of receiving an EOB form when there is no remaining cost-sharing (meaning no copay or deductible) for the health care visit or service.

How to Request PATCH Services

1. Find your health insurance plan name and policy number, which may be listed as a member number.
2. Call the customer service phone number on the back of your health insurance card or on your health plan's website. 
   • If you have more than one insurance company, you should do this with all of them.
3. Say that you want to request the EOB form to be sent directly to your address and not to the policyholder, or that you would like to only receive it only instead of receiving a copy in the mail.
4. Your health plan may want you to make the request in writing and will give you instructions on how to do that.

You can use this script to talk with your insurance company:

1. Hello, my name is ______. 
2. My policy number is ______. 
3. I do not want information from my health visit on ______ (date) at ______ (clinic name) to be sent to my parents/spouse.
4. I want the EOB statement to be sent to ______(address/email).
5. Thank you!

The best time to make this request is as soon as your health insurance starts and before you receive any medical services. However, you can still make this request after you receive health care services, ideally within a few days from the date of service. You can call your insurance company to find out the status of your request or for confirmation.

If you have additional questions, please request to speak to one of our clinical staff or billing specialist.