Clearly Mark Patient Name on Each Page
Each page of paper documents and the outside of any removable media (i.e., CDs or external hard drives) should be clearly marked with the patient's name, their medical record number (if applicable), & date of birth. This can be handwritten.
For information security, we recommend that you bring copies of your documents or removable media – not the originals -- to your clinical appointment for scanning or upload. Radiology images (such as CT, MRI, and X-Rays) must be uploaded in a clinic location.
As a last resort, copies of your medical records, including paper documents and removal media may be faxed, emailed, or mailed. These methods are less secure and are not recommended. Do not send the originals. Documents and removable media will not be returned.
Use a Trackable Carrier if Mailing
If you are going to mail the records, use a trackable courier, such as FedEx or UPS.
We do not recommend using the U.S. Postal Service because packages can’t be tracked, but we will accept them if you use this carrier. The Medical Records department is not responsible for records lost in transit.
Sending Records Via Mail or Fax
If you send your records via mail or fax, please follow up with a phone call or email to the Medical Records Department to verify that your records were received and provide any necessary passwords to access data on removable media. Do not send passwords with removable media.
It is the external clinic's responsibility to notify the Medical Records department of the intent to send records. The medical records department will follow up with the sender upon receipt of the records.
Contact Us
Email: HIMDocumentMgt@duke.edu
Fax: 919-620-5165
Mail:
Document Management
Duke University Health System
P.O. Box 3016
Durham, NC 27710
Customer Service: 919-684-6178. We are open Monday – Friday 8:00 am to 4:30 pm.
Interpreter Services
Duke Health offers a range of free language assistance services for all patients who prefer to communicate in a language other than English. Learn more about the interpreter services available at Duke Health.