Request imaging, X-rays, or diagnostic reports

Mira
Mira
Updated

Patients may request copies of eligible imaging records, X-rays, scans, and diagnostic reports from Brookhaven Hospital, Alchemilla Hospital, or another Silent Hill Healthcare facility. These records may include radiology reports, diagnostic imaging reports, image files, and physical copies prepared for outside providers.

Imaging records are reviewed before release to confirm the correct patient, facility, study date, and requested format. In some cases, the written report may be available in the patient portal before the actual image files are ready for download or disc preparation.

Note: Imaging requests may be delayed by radiologist review, image archive retrieval, disc preparation, older imaging systems, equipment downtime, lake fog advisories, or townwide siren events. Please do not submit duplicate requests while your original request is under review.

Before you begin

Before requesting imaging records, gather the information needed to locate the correct study.

  • Your full legal name as listed on your medical record
  • Your date of birth
  • Your Brookhaven, Alchemilla, or Silent Hill Healthcare Patient ID, if available
  • The facility where the imaging was performed
  • The approximate date of the scan, X-ray, or diagnostic test
  • The body part or type of imaging study, if known
  • Whether you need the written report, the actual images, or both
  • The name and address of any outside provider who should receive the images
  • Legal authorization documents, if requesting records for another patient
Tip: If the imaging was completed during an emergency visit, inpatient stay, or transfer between Alchemilla and Brookhaven, include the visit date and facility where the visit began.
Important: If you are requesting imaging for another patient, Silent Hill Healthcare may require signed authorization, guardianship paperwork, healthcare proxy documentation, or other legal verification before records can be released.

What you can request

You may request copies of many imaging and diagnostic records, including:

  • X-ray reports and image files
  • CT scan reports and image files
  • MRI reports and image files
  • Ultrasound reports and image files
  • Diagnostic imaging interpretations
  • Radiology consultation notes eligible for release
  • Imaging completed during emergency department visits
  • Imaging completed during inpatient stays or surgical care
  • Prior Alchemilla imaging stored in legacy systems
  • Archived Brookhaven imaging connected to treatment records
  • Physical copies prepared on disc for outside providers

Some diagnostic reports may already be available in your patient portal. If you only need the written radiology report, check Medical Records, Test Results, or Documents before submitting a formal imaging request.

Reports vs. image copies

Imaging records may include two different types of information: the written diagnostic report and the actual image files.

Radiology report A written interpretation completed by a radiologist or reviewing provider. This may appear in the portal before image files are available.
Image files The actual X-ray, scan, or diagnostic image series. These may need to be retrieved from the imaging archive or prepared in a separate format.
Physical disc A physical copy of image files prepared on disc for pickup, mail delivery, or transfer to an outside provider.
Outside provider copy Imaging records sent directly to another clinic, hospital, surgeon, specialist, or care team when authorization is complete.
Note: If you are seeing a specialist outside Silent Hill Healthcare, ask whether they need the written report, the image files, or both. Many surgical and specialty offices require the actual images, not just the report.

Submit an imaging records request

To request imaging, X-rays, scans, or diagnostic reports:

  1. Sign in to your Silent Hill Healthcare patient portal:
  2. Go to Medical Records, Test Results, or Health Information Management.
  3. Select Request imaging records.
  4. Choose the facility where the imaging was performed.
  5. Enter the study date or approximate date range.
  6. Select the imaging type, such as X-ray, CT, MRI, ultrasound, or other diagnostic study.
  7. Choose whether you need:
    • Radiology report only
    • Image files only
    • Radiology report and image files
    • Physical disc
    • Copy sent to an outside provider
  8. Enter the outside provider’s delivery information, if applicable.
  9. Upload authorization documents if requested.
  10. Review the authorization statement and select Submit request.
Tip: Be as specific as possible. A request for “right knee X-ray from March 12” can usually be processed faster than “all imaging records.”

Delivery options

Delivery options depend on the record type, file size, and whether the request is for the written report or the actual image files.

Patient portal Best for written radiology reports, diagnostic summaries, and eligible test result documentation.
Secure email or link May be available for certain reports or image files after identity verification and release approval.
Physical disc Available for image files that need to be provided to an outside provider, surgeon, specialist, or imaging center.
In-person pickup Available at designated Records Office or Imaging Records locations with valid identification.
Provider delivery Records may be sent directly to an outside provider when authorization and delivery details are complete.
Important: Physical discs may require in-person pickup or verified mailing information. Do not send imaging discs to temporary addresses, abandoned facilities, closed wards, or unverified delivery locations.

Processing times

Processing time depends on whether you request a written report, image files, or a physical disc.

Recent radiology report Often available in the portal after the radiologist or ordering provider finalizes the report.
Image file request Usually processed within 3–5 business days after identity verification and archive retrieval.
Physical disc Usually prepared within 5–7 business days, depending on disc preparation, imaging archive access, and pickup or mailing method.
Older imaging archive May take longer if the study is stored in a prior Alchemilla system, archived Brookhaven file, or older diagnostic image archive.
Note: Image files and reports may be released separately. A radiology report may appear in the portal before the image file or disc request is complete.

FAQ

I can see the report, but not the images

Radiology reports and image files are often released separately. The report may appear in the portal after provider sign-off, while the image files may need to be retrieved from the imaging archive or prepared as a separate request.

My outside provider says they need the images
  • Confirm whether the provider needs image files, the written report, or both.
  • Submit an imaging records request and select Image files or Physical disc.
  • Enter the provider’s clinic name, address, phone number, and delivery preference.
  • Contact Imaging Records if the provider has a deadline for surgery, referral review, or specialty care.
My disc is not ready for pickup
  • Allow the full processing time listed for physical disc preparation.
  • Check your secure messages for pickup instructions or requests for additional verification.
  • Confirm that the facility has the correct pickup location and contact information.
  • Contact Imaging Records if your pickup date has passed.
I cannot find an older scan or X-ray

Older imaging may be stored in a prior Alchemilla system, archived Brookhaven file, or older diagnostic image archive. Include the facility, approximate study date, body part, and any paperwork you still have so staff can search the correct system.

The imaging request page looks wrong or keeps refreshing
  • Refresh your browser.
  • Clear your browser cache.
  • Try a different browser or device.
  • Wait and try again if the town siren has recently sounded.
  • Avoid using public terminals located near restricted imaging suites, closed wards, or archive storage areas.

Need more help?

If you cannot request imaging records, need a physical disc, or need help sending images to an outside provider, contact Imaging Records or Health Information Management for the facility where the imaging was performed.

  • Brookhaven Imaging Records:imaging.records@brookhaven.sh
  • Alchemilla Imaging Records:imaging.records@alchemilla.sh
  • Brookhaven Records Office: 555-BROOK
  • Alchemilla Records Office: 555-ALCH
  • In person: Visit the Imaging Records or Health Information Management desk at the facility where the imaging was performed.
Authorized support only: Silent Hill Healthcare does not use third-party imaging retrieval services. Do not share your Patient ID, portal password, verification code, identification documents, diagnostic reports, scan details, or imaging discs with anyone claiming to retrieve images outside the official portal, Imaging Records desk, or Records Office.

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