My Medical Records
Looking for your patient portal? Log into MyChart here.
Ballad Health Medical Records may be requested at the following:
- Hospital visits
- Long term care
- Home Health
- Durable Medical Equipment (DME)
- Ballad Health Medical Associates (BHMA) clinics and offices (including Urgent Care)
For any medical records requests, a Patient Release of Information form is required:
- Ballad Health Patient Release of Information
- Divulgacion de la informacion del paciente
Medical records requests may be submitted through your MyChart account, online, by e-mail, phone, mail, fax or in-person at select Ballad Health facilities.
Requesting records through your MyChart account
MyChart provides a “snapshot” of your medical history at Ballad Health. If you need information not available in your MyChart account, you may request records online via your MyChart account by choosing Menu > My Record > Document Center > Requested Records
If you have any questions or need assistance with your MyChart account, please contact the MyChart Technical Support team at (866) 517‑5873, and we will be happy to assist you. Our team is available Monday – Friday, 8:00 a.m. – 5:00 p.m.
Requesting records online without a MyChart account
This option does not require you to set up a MyChart account. You will be asked to verify your identity using a photo of your driver’s license or other government-issued ID.
Email: A patient may e-mail a completed Patient Release of Information form to request medical records and e-mail it to roi@balladhealth.org
Phone: A patient may also request records by phone. Please call (800) 775‑3274 for additional information. Our team is available Monday – Friday, 8:00 a.m. – 4:30 p.m., excluding all major holidays.
Mail: A patient may mail a completed Patient Release of Information form to the following address:
Johnson City Medical Center
c/o HIM Medical Records
400 North State of Franklin Road
Johnson City, TN 37604
Fax: A patient may fax a completed Patient Release of Information form to the following number for processing: (423) 431-4060
In-Person: Please contact our team at (800) 775‑3274 for information on current in-person location options.
Physician/provider request for medical records
For physicians or other providers with an urgent medical records request while a patient is being treated in the office or for an approaching appointment, an Authorization for Release of Medical Information form is required.
Please include this form, along with a fax coversheet (the requesting office’s letterhead is acceptable) to (678) 999-4895.
- Authorization for release of medical information form [PDF]
- Autorización para la diseminación de la forma de información médica [PDF]
If you have any additional questions, please contact us at (800) 775‑3274.
Patients needing imaging disk from radiology can request and pick up the disks from the outpatient radiology department at the facility. A completed Patient Release of Information form will also be required.
For any additional Medical Records Request questions or inquiries, please call (800) 775‑3274. This can include:
- Checking on the status of a request
- Legal documentation requirements
- Records request for deceased individuals
- Additional questions regarding obtaining a patient record
We are available Monday – Friday, 8 a.m. – 4:30 p.m.
Radiology medical records
Patients needing imaging disks from radiology can request and pick up the disks from the outpatient radiology department at the facility. A completed Patient Release of Information form will also be required.
Johnson City Medical Center
Mailing address:
Attention Radiology Dept.
400 N. State of Franklin Road
Johnson City, TN 37604
Phone: (423) 431‑6780
Fax: (423) 431-5291
Hours of operation (for picking up images): Monday through Sunday 7 a.m. to 4 p.m.
Franklin Woods Community Hospital
Mailing address:
300 Med Tech Parkway,
Johnson City, TN 37604
Phone: (423) 302‑1279
Fax: (423) 302-1285
Hours of operation (for picking up images): Monday through Friday, 7 a.m. to 5 p.m.
Sycamore Shoals Hospital
Mailing address:
1501 W. Elk Ave.
Elizabethton, TN 37643
Phone: (423) 542‑1369
Fax: (423) 542-1474
Hours of operation: Monday through Friday, 8 a.m. to 4 p.m.
Johnson County Community Hospital
Mailing address:
Johnson County Community Hospital
1901 South Shady Street
Mountain City, TN 37683
Phone: (423) 727‑1128
Fax: (423) 727-1125
Hours of operation: 24/7
Russell County Medical Center
Mailing address:
Russell County Medical Center
58 Carroll Street
Lebanon, VA 24266
Phone: (276) 883‑8140 (Radiology)
Fax: (276) 838-8151
Hours of operation: For records/CDs please call during normal hours, 8 a.m. to 4:30 p.m.
Smyth County Community Hospital
Mailing address:
Smyth County Community Hospital
245 Medical Park Blvd.
Marion, VA 24354
Phone: For Medical Records – Reports and CDs (276) 378‑1300
Fax: (276) 378-1315
Hours of operation: Monday, Tuesday, Wednesday and Friday, 8 a.m. to 4 p.m.
Ballad Health Imaging at Med Tech Park
Mailing address:
301 Med Tech Parkway, Suite 100
Johnson City, TN 37604
Phone: (423) 302‑6239
Fax: (423) 302-6248
Hours of operation: Picking up images – Monday through Friday, 8 a.m. to 5 p.m.
Bristol Regional Medical Center
Mailing address:
1 Medical Park Blvd.
Bristol, TN 37620
Phone: (423) 844‑2259
Fax: (423) 844-2335
Hours of operation: Picking up images – Monday through Friday, 7 a.m. to 5 p.m.
Dickenson Community Hospital
Mailing address:
312 Hospital Drive,
Clintwood, VA 24228
Phone: (276) 926‑0319
Fax: (276) 926-0314
Hours of operation: Picking up images – Monday through Friday, 7 a.m. to 5 p.m.
Greeneville Community Hospital
Mailing address:
1420 Tusculum Blvd
Greeneville, TN 37745
Phone: (423) 787‑5100
Fax: (423) 787-5108
Hours of operation: Picking up images – Monday through Friday, 7 a.m. to 5 p.m.
Hancock County Hospital
Mailing address:
1519 Main Street
Sneedville, TN 37869
Hours of operation: Picking up images – 24/7
Hawkins County Memorial Hospital
Mailing address:
851 Locust Street
Rogersville, TN 37857
Phone: (423) 921‑7240
Fax: (423) 921-7179
Hours of operation: Picking up images – 24/7
Holston Valley Medical Center - Holston Valley Imaging Center
Mailing address:
130 W. Ravine Road
Kingsport, TN 37660
Phone: (423) 224‑6801
Fax: (423) 224-6823
Hours of operation: Picking up images – Monday through Friday, 6 a.m. to 9 p.m.
Indian Path Community Hospital
Mailing address:
2000 Brookside Dr.
Kingsport, TN 37660
Phone: (423) 857‑6002
Fax: (423) 857-6082
Hours of operation: Picking up images – Monday through Friday, 8 a.m. to 4:30 p.m.
Johnston Memorial Hospital
Mailing address:
16000 Johnston Memorial Drive
Abingdon, VA 24211
Phone: (276) 258‑1210
Fax: (276) 258-3794
Hours of operation: Picking up images – Monday through Friday, 7:30 a.m. to 5 p.m.
Lee County Community Hospital
Mailing address:
127 Healthcare Drive
Pennington Gap, VA 24277
Phone: (276) 546‑6880
Fax: (276) 546-6218
Hours of operation: Picking up images – 24/7
Norton Community Hospital
Mailing address:
100 15th Street NW
Norton, VA 24273
Phone: (276) 439‑1150
Fax: (276) 439-1163
Hours of operation: Picking up images – Monday through Friday, 8 a.m. to 4:30 p.m.
Unicoi County Hospital
Mailing address:
2030 Temple Hill Rd.
Erwin, TN 37650
Phone: (423) 735‑4730
Fax: (423) 735-4745
Hours of operation: Picking up images – Monday through Friday, 8:30 a.m. to 5 p.m.
Volunteer Parkway Imaging Center
Mailing address:
1230 Volunteer Parkway
Bristol, TN 37620
Phone: (423) 764‑2566
Fax: (423) 764-2585
Hours of operation: Picking up images – Monday through Friday, 8 a.m. to 4:30 p.m.
For any additional Medical Records Request questions or inquiries, please call (800) 775‑3274. This can include:
- Checking on the status of a request
- Legal documentation requirements
- Records request for deceased individuals
- Additional questions regarding obtaining a patient record
We are available Monday – Friday, 8 a.m. – 4:30 p.m.
Retail pharmacy records
Information/instructions on the multiple ways to obtain a copy of records
You may request a copy of your medical records by:
- Requesting over the phone
- Requesting in person
- Complete patient release of information form [PDF, 0.1 MB]
- Submit form via fax, mail, or in person
You may receive a copy of your medical records Paper or Electronic Form.
Tennessee
Mailing address:
523 State of Franklin Road
Johnson City, TN 37604
Phone: (423) 926‑6154
Fax: (423) 926-5571
Business Hours:
- Monday through Friday, 9 a.m. to 7 p.m.
- Saturday, 9 a.m. to 3 p.m.
- Closed Sunday
Home infusion department
Mailing address:
523 State of Franklin Road
Johnson City, TN 37604
Phone: (423) 926‑4663
Fax: (423) 232-9875
Business Hours:
- Monday through Friday, 8 a.m. to 6 p.m.
- On-call pharmacist available 24/7
Located in the Johnson City Medical Center lobby
Mailing address:
400 N. State of Franklin Road
Johnson City, TN 37604
Phone: (423) 431‑2140
Fax: (423) 431-2144
Business Hours:
- Monday through Friday, 9 a.m. to 7 p.m.
- Saturday & Sunday, 11 a.m. to 5 p.m.
Mailing address:
1657 East Stone Drive
Kingsport, TN 37660
Phone: (423) 247‑2126
Fax: (423) 247-2138
Business Hours:
- Monday through Friday, 9 a.m. to 6 p.m.
- Saturday, 9 a.m. to 3 p.m.
- Closed Sunday
Virginia
Located in the HealthPlex
Mailing address:
1490 Park Ave NW, Ste 7
Norton, VA 24273
Phone: (276) 439‑1360
Fax: (276) 439-1305
Business Hours:
- Monday through Friday, 9 a.m. to 5:30 p.m.
- Closed Saturday & Sunday
Located in the cancer center lobby
Mailing address:
16000 Johnston Memorial Drive
Abingdon, VA 24211
Phone: (276) 258‑1990
Fax: (276) 258-1999
Business Hours:
- Monday through Friday, 9 a.m. to 6 p.m.
- Saturday & Sunday, 9 a.m. to 3 p.m.
FAQs about medical records
Right of access PHI in a “designated record set”
A “designated record set” is defined as a group of records maintained by or for a covered entity that comprises the medical records and billing records about individuals maintained by or for a covered health care provider.
Other records that are used, in whole or in part, by or for the covered entity to make decisions about individuals. This last category includes records that are used to make decisions about any individuals, whether or not the records have been used to make a decision about the particular individual requesting access.
Are there any documents excluded from the right of access?
Psychotherapy notes, which are the personal notes of a mental health care provider documenting or analyzing the contents of a counseling session, that are maintained separate from the rest of the patient’s medical record. Information compiled in reasonable anticipation of, or for use in, a civil, criminal, or administrative action or proceeding.
Personal representatives
An individual’s personal representative (generally, a person with authority under State law to make health care decisions for the individual) also has the right to access PHI about the individual in a designated record set (as well as to direct the covered entity to transmit a copy of the PHI to a designated person or entity of the individual’s choice), upon request, consistent with the scope of such representation.
Requiring a written request
A covered entity may require individuals to request access in writing, provided the covered entity informs individuals of this requirement. In addition, a covered entity may require individuals to use the entity’s own supplied form, provided use of the form does not create a barrier to or unreasonably delay the individual from obtaining access to his PHI.
Verification
A covered entity is required to take reasonable steps to verify the identity of an individual making a request for access. Generally, the covered entity will request a government issued photo ID (such as a driver’s license, or passport).
Individual’s right to direct the PHI to another person
An individual also has a right to direct the covered entity to transmit the PHI about the individual directly to another person or entity designated by the individual. The individual’s request to direct the PHI to another person must be in writing, signed by the individual, and clearly identify the designated person and where to send the PHI.
The same requirements for providing the PHI to the individual, such as the fee limitations and requirements for providing the PHI in the form and format and manner requested by the individual, apply when an individual directs that the PHI be sent to another person.
May a health care provider withhold a copy of an individual’s PHI from the individual who requested it because the covered entity used the individual’s payment of the allowable fee for the copy to instead pay an outstanding bill for health care services provided to the individual?
No. Just as a covered entity may not withhold or deny an individual access to his PHI on the grounds that the individual has not paid the bill for health care services the covered entity provided to the individual, a covered entity may not withhold or deny access on the grounds that the covered entity used the individual’s payment of the fee for a copy of his PHI to offset or pay the individual’s outstanding bill for health care services.
How do I request birth/death certificates?
Birth and death certificates are not available from Ballad Health’s health information department. These certificates must be ordered from the Tennessee Vital Records office, Virginia Vital Records office, or by calling your local health department.
