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Patient Forms and Policies

Medical Records

Revised 03/23/2026

Your health records may include history, diagnoses, and/or treatment of drug or alcohol abuse, mental illness, or communicable diseases. All information is considered confidential and will not be released without the patient's written consent or a signed court order. The Student Health Center retains medical records for 10 years after your last date of service (22 TAC §§ 165).

How to Access/Obtain Your Medical Records

1. Healthy Coog Patient Portal (current students only)
2. Submit a Medical Records Request Form – fees may apply

What’s Included in your Medical Records

  • Progress Notes
  • Procedure Notes
  • Visit Discharge Summary Notes
  • Referral Orders
  • Student Health Center Medical Visit Notes
  • Lab Results*
  • Radiology Reports*

*Lab and radiology results will not be available in the portal until reviewed by your Student Health Center provider.  Student Health Center staff will contact you promptly if urgent or emergent action is needed.

What’s Not Included in your Medical Records

Records not generated within the electronic health record (EHR) or the Healthy Coog Patient Portal, including:

  • Referral consultation records
  • Records submitted to the Student Health Center by students or outside providers
  • Physically signed consent forms
  • Electrocardiograms (EKGs) generated by the Student Health Center
  • Consultation notes between the Student Health Center providers and external providers (These must be requested separately.)
  • Psychiatry visit notes
  • Provider-blocked notes (In rare cases, notes may be blocked to prevent harm, protect safety, or for other exceptional circumstances.)
  • Miscellaneous notes completed during general processes that do not fall under formal clinical documentation
  • Campus Pharmacy records

If you need access to any of the records listed above, they may be obtained by completing the instructions for requesting your medical records below.

Processing Times and Fees for Medical Records

If you are unable to access your medical records through the Healthy Coog Patient Portal, you may request copies by completing an Authorization for Release of Medical Records Form. 

Important Requirements

  • The form must be printed, completed, and physically signed.
  • Electronic or digital signatures are not accepted.

Record Copy Request Fees & Processing Time

  • A fee may apply to all record copy requests, regardless of how the request is submitted.
  • No fee is charged when records are sent directly to another healthcare facility.
  • Additional fees may apply for third-party record requests.

Payment Options (If Applicable)

  • Graduated or non-enrolled students:
    Checks and Money Orders accepted
  • Currently enrolled students:
    Fees will be charged directly to your university financial account.

Processing Time

  • Once payment is received (if required), requests are processed within 2–15 business days.
  • Requests sent to another healthcare facility will be faxed whenever possible.
  • Copies of large charts or records requested for personal use will be sent by mail or held for pick‑up.
  • Medical records cannot be emailed.
  • Medical records are maintained for 10 years from the last date of service, after which they are destroyed.

How to Access Your Medical Records – Healthy Coog Patient Portal

Students with an active Cougarnet account can easily view, download, and print their medical records online.

Steps to Access Your Records

  1. Go to the Healthy Coog Patient Portal.
  2. Log in using your Cougarnet ID (cougarnetID@cougarnet.uh.edu) and password.
  3. Click on Medical Records.
  4. Use the tabs to sort and view reports.
  5. Click View Report.
  6. Right-click to Download or Print the report.

How to Submit Your Medical Records Request

Print, complete, and physically sign an Authorization for Release of Medical Records Form.  Electronic/Digital signatures cannot be accepted.  Choose one of the following submission options:

In Person

  • Submit the completed form at the UH Student Health Center front desk.
  • A valid photo ID is required at the time of submission.

By Mail

  • Mail the completed form along with a legible photocopy of a valid photo ID to:

UH Student Health Center
ATTN:  Medical Records
4349 Martin Luther King Blvd, Room 2005
Houston, Texas, 77204-3019

By Fax

  • Fax the completed form with a legible photocopy of a valid photo ID to the UH Student Health Center at 713-743-5164.

Upload (Current Students Only)

  • Upload the completed form in PDF format through the Healthy Coog Patient Portal.
    • Select Messages
    • Select FORMS UPLOAD: Medical Records Request
    • Follow the instructions to upload your form

Due to privacy regulations, the UH Student Health Center is unable to accept medical records requests by email.

Important Notice Regarding Social Security Numbers

Medical records generated prior to January 2007 or obtained from outside healthcare providers may contain your Social Security number (SSN). If present, your SSN may be disclosed as part of your medical records.

Protecting Your Privacy in the Healthy Coog Patient Portal

Sharing your CougarNet ID and password can compromise the privacy and security of your personal health information. If you are concerned that someone else may be accessing your Healthy Coog Patient Portal, please consider the steps below.

Recommended Actions

  • Change your CougarNet password immediately to prevent further unauthorized access.
  • Verify that Duo is linked only to your personal device. This ensures you receive alerts if someone attempts to use your credentials.
  • Use Delegated Access through AccessUH for individuals who need access to specific university records (such as billing or academic information). Delegates receive their own login credentials and cannot access medical records.
  • Have a conversation with anyone who knows your password about the importance of protecting your privacy and personal health information.
  • Speak with your healthcare provider if the steps above are not feasible. You may request that certain notes be blocked from portal view. These notes will remain available through a formal medical records request.

Protecting your login credentials helps ensure your health information remains private and secure.

Need Help?

If you have questions about obtaining your Student Health Center medical records, please call 713-743-5151, option 5 or email myhealth@uh.edu.