At Glenwood Behavioral Health Hospital in Cincinnati, Ohio, we know that there can be a lot of stress and confusion when it comes to seeking behavioral health treatment. For this reason, we aim to make the process as clear and streamlined as possible so that we can remove any potential barriers to people getting the treatment they need.
Below are answers to some of the questions we frequently get asked. We hope that this information will help as you take the first step toward healing.
What Is a Patient Identification Code?
For the safety of our patients and to abide by HIPAA laws, we can neither confirm nor deny whether someone is in our care. For this reason, if a patient’s loved one contacts us, we cannot communicate any information pertaining to the patient unless the patient has provided their loved one with their personal identification code.
Patients are responsible for providing their loved ones with this identification code themselves. Our team cannot provide the identification code to anyone outside of select members of our staff. Your loved one must call you and give you the identification code.
Patients also have the ability to add their loved ones to a release of information (ROI) form if they wish to allow them to speak with their clinician.
You can email GBHClinicalServices@acadiahealthcare.com if you would like information about a patient. This is not a guarantee that they will respond. If you are not on the ROI or if the patient has expressed that they do not want to share information with you, there will be no further communication. This is part of our responsibility to abide by HIPAA and to preserve our patients’ confidentiality. However, by reaching out in this way, it will allow our clinicians to speak with the patient and decide what the patient is comfortable with.
How Can I Contact My Loved One?
Family members and friends can call our hospital at (513) 866-2220 to speak with the receptionist.
If you have your loved one’s patient identification code, you can give it to the receptionist, and they will connect you with the appropriate unit so that you can speak to your loved one.
Please note that it is not the responsibility of our hospital to ensure that loved ones have the ability to speak with patients. It is the patient’s responsibility to communicate the necessary information to their loved ones for communication to take place.
When Are Visiting Hours?
We offer visiting hours seven days a week, Monday-Sunday. To keep schedules as streamlined as possible and to prevent large crowds, our visiting hours are grouped by patient population, which are as follows:
- Adolescents: 3-4 p.m.
- Adults: 4-5 p.m.
Family members and friends are welcome to visit their loved ones as long as patients have approved their visit. Visitors must also be able to provide the patient’s identification code.
What Is a Release of Information?
A release of information (ROI) document is something patients are given to fill out at the time of their admission to our hospital. They may also fill out additional ROIs during their time in treatment if they wish.
The ROI document legally allows our staff to share information regarding patient treatment, status, and discharge. This document also allows for the release of medical records upon a patient’s discharge.
Each patient is allowed to determine which information they choose to release. They may request the ROI form from any staff member.
Patient medical records are confidential and will not be released, nor will the information contained therein be disclosed, except in accordance with legal requirements and the policies of Glenwood Behavioral Health Hospital.
While the information contained within the medical records belongs to the patient, those medical records are the property of Glenwood Behavioral Health Hospital. Patient medical records are maintained in accordance with legal, accrediting, and regulatory requirements.
How Do I Access My Medical Records?
Requesting your medical records is a quick and easy process.
Print, fill out, and sign the authorization form. This form can be found here: Medical Records Form
Submit the form using one of these options:
- Fax: (513) 541-1310
- Email: HealthRecordsGBH@glenwoodbehavioral.com
- Mail: Glenwood Behavioral Health Hospital, Attn: Health Information Management
2446 Kipling Ave., Cincinnati, OH 45239 - Drop off in person: 2446 Kipling Ave., Cincinnati, OH 45239
In most cases, we are able to complete requests within five business days, but there are times when it may take up to 10 business days.
Below is a list of some of the documents that are contained in a person’s medical records:
- Psychiatric evaluation
- History and physical
- Laboratory reports
- Consultations
- Discharge summary
How Much Will It Cost for a Copy of My Medical Records?
In accordance with Ohio law, you may be charged for copies of medical records. There is no fee assigned for medical records that are sent to other healthcare facilities or to law enforcement agencies.
Fees start at $20.68 for the first 10 pages. Pages 11-50 are $0.70 per page, and anything more than 51 pages is $0.28 per page.
For more information about these fees, you can contact the medical record/health information management department at (513) 866-2220.
Why Was My Request for Medical Records Declined?
A request for medical records may be declined for the following reasons:
- A copy of a government-issued photo ID was not provided.
- The authorization form is incomplete; for example, there is no signature or date.
- The authorization has expired.
- You did not submit proof that you are the patient’s legal representative or legal guardian.
You can contact the medical record/health information management department for more information at (513) 866-2220.
If you have any questions not outlined here, please feel free to reach out to our hospital at any time.
