How to Obtain Medical Records, Itemized Bills & Radiology from Trinity Health (Mount Carmel, Saint Alphonsus, Loyola, St. Mary's, MercyOne)
Trinity Health is one of the largest multi-institutional Catholic healthcare delivery systems in the nation, operating 80+ hospitals across 25+ states on a unified Epic TogetherCare EHR platform.
Trinity Health (Mount Carmel, Saint Alphonsus, Loyola, St. Mary's, MercyOne) Record Retrieval Profile
- ROI Processing Model
- Trinity Health Regional HIM Release of Information & Contracted ROI Vendors
- Primary States & Statutory Jurisdiction
- MI, OH, IL, IA, ID, OR, CT, MA, NY, PA, DE, MD, FL, CA
- Critical Retrieval & Subpoena Notes
- Because Trinity Health unified its ministries onto Epic TogetherCare, clinical records across multiple regional Trinity clinics can often be retrieved in a single coordinated pull.
The 3-Department Routing Split at Trinity Health (Mount Carmel, Saint Alphonsus, Loyola, St. Mary's, MercyOne)
A standard medical record request sent only to Health Information Management (HIM) will almost never return itemized billing ledgers or native DICOM imaging. Below is how Trinity Health (Mount Carmel, Saint Alphonsus, Loyola, St. Mary's, MercyOne) separates record production across three distinct units:
| Department Unit | Document Deliverable | Routing & Retrieval Protocol |
|---|---|---|
| 1. Clinical HIM / Release of Information | Discharge Summaries, Operative Notes, ED Nursing Logs, Labs | Regional Trinity Health HIM (Trinity Health Michigan, Mount Carmel OH, Loyola Medicine IL, MercyOne IA, Saint Alphonsus ID, Trinity Health Of New England) |
| 2. Patient Financial Services (Billing) | Itemized UB-04 (Facility) & CMS-1500 (Physician) Ledgers with CPT/ICD-10 | Trinity Health Regional Patient Business Services |
| 3. Radiology Film Library (PACS) | Native DICOM Imaging Studies (MRI, CT, X-Ray, Ultrasound) | Campus Diagnostic Imaging Film Library |
State Statutory Copying Fee Caps Governing Trinity Health (Mount Carmel, Saint Alphonsus, Loyola, St. Mary's, MercyOne)
While direct-to-patient requests under 45 CFR § 164.524(c)(4) qualify for the federal cost-based labor rate, third-party attorney and subpoena requests to Trinity Health (Mount Carmel, Saint Alphonsus, Loyola, St. Mary's, MercyOne) are governed by the statutory per-page fee schedule of the state where treatment was rendered:
Mich. Comp. Laws § 333.26269 (Michigan Medical Records Access Act) • 30 calendar days (60 days if offsite)
Ohio Rev. Code § 3701.741 & § 3701.742 (Annual CPI Adjustment) • 30 calendar days
735 ILCS 5/8-2001 & 8-2001(d-5) (Illinois Comptroller Annual Rate Adjustment) • 30 calendar days (60 days max with written reason)
Iowa Code § 622.10 & 653 IAC 13.7 • 30 calendar days
Idaho Code § 39-1394 • 30 calendar days
Or. Rev. Stat. § 192.563 • 30 calendar days
Conn. Gen. Stat. § 19a-490b & § 20-7c • 30 calendar days
Mass. Gen. Laws ch. 111, § 70 (Hospitals) & ch. 112, § 12CC (Physicians) • 30 calendar days
N.Y. Pub. Health Law § 18 & § 17 • 10 days to provide inspection; reasonable time (30 days max) for copies
42 Pa.C.S. § 6152 & § 6152.1 (Annual PA Dept. of Health Secretary Notice) • 30 calendar days
24 Del. Code § 1761 & Del. Admin. Code • 30 calendar days (45 days max with extension)
Md. Code, Health-Gen. § 4-304 • 21 working days under Md. Code, Health-Gen. § 4-304(a)(1)!
Fla. Stat. § 395.3025 (Hospitals) & § 456.057 / Fla. Admin. Code 64B8-10.003 (Physicians) • Within a 'timely manner' / 30 days max under HIPAA
Cal. Health & Safety Code § 123110, Cal. Evid. Code § 1158 & § 1563 • 15 calendar days for copies under Cal. Health & Safety Code § 123110(b) (5 working days for pre-suit attorney inspection under Evid. Code § 1158)!