Correct an error in your medical record

Mira
Mira
Updated

If you believe information in your medical record is incorrect, you may request a review by Health Information Management. Correction requests may involve demographic information, contact details, visit details, duplicate patient accounts, facility mismatches, or records attached to the wrong profile.

Silent Hill Healthcare reviews medical record correction requests carefully to protect patient safety, preserve the legal medical record, and ensure that Brookhaven, Alchemilla, and municipal health records remain accurate.

Note: Correction requests may take longer if they involve multiple facilities, older paper records, duplicate accounts, legal name changes, transfer documentation, privacy review, lake fog advisories, or townwide siren events. Please do not submit duplicate requests while your original request is under review.

Before you begin

Before submitting a correction request, gather details that help Health Information Management locate and review the record.

  • 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 record appears
  • The visit date, discharge date, or document date
  • The incorrect information as it currently appears
  • The corrected information you believe should appear
  • Supporting documentation, if available
  • Legal authorization documents, if requesting a correction for another patient
Tip: Include screenshots, discharge paperwork, billing statements, identification documents, or transfer forms only when they help explain the requested correction. Do not upload unrelated medical history.
Important: If the error could affect current treatment, medication instructions, allergies, discharge planning, or urgent follow-up care, contact your care team or the facility directly instead of waiting for a portal correction review.

What can be corrected

You may request review of many types of record errors, including:

  • Incorrect name, date of birth, address, phone number, or email address
  • Incorrect emergency contact or caregiver information
  • Wrong facility listed on a visit, such as Brookhaven instead of Alchemilla
  • Incorrect visit date, discharge date, or appointment location
  • Records attached to the wrong patient profile
  • Duplicate patient accounts or duplicate medical record numbers
  • Missing transfer documentation between Brookhaven and Alchemilla
  • Incorrect billing-related demographic details
  • Medication, allergy, or problem-list discrepancies that require provider review
  • Scanned documents attached to the wrong chart or visit

Some corrections can be completed by Patient Accounts & Records. Others require review by a provider, department supervisor, privacy officer, or Health Information Management specialist.

What may not be changed

Not every disagreement with a record results in a change. Medical records are legal documents, and some information must remain as originally documented.

A correction request may not remove or rewrite:

  • Provider observations documented at the time of care
  • Clinical impressions that were accurate based on information available at the visit
  • Historical medication orders that were active during a prior admission
  • Discharge instructions that were issued at the time of discharge
  • Records that must be retained for legal, regulatory, or clinical reasons
  • Information from another patient’s record that is restricted from release
Note: If a correction is not approved, Health Information Management may be able to add a patient statement or amendment request note to the record, depending on the type of documentation.

Submit a correction request

To request a correction to your medical record:

  1. Sign in to your Silent Hill Healthcare patient portal:
  2. Go to Medical Records, Documents, or Health Information Management.
  3. Select Request a record correction or Report an error in my record.
  4. Choose the facility connected to the record.
  5. Enter the visit date, document date, or record type.
  6. Describe the information that appears incorrect.
  7. Enter the correction you are requesting.
  8. Upload supporting documentation, if available.
  9. Review the authorization statement and select Submit correction request.
Tip: Be specific. “The discharge date should be March 14, not March 13” is easier to review than “my record is wrong.”

Review process

After your request is submitted, Health Information Management reviews the request and routes it to the appropriate team.

Demographic correction Name, address, phone number, email, emergency contact, or caregiver details are usually reviewed by Patient Accounts & Records.
Visit detail correction Visit dates, facility names, discharge details, or department assignments may require facility review.
Clinical correction Medication, allergy, problem-list, diagnosis, treatment plan, or provider note concerns may require clinician review.
Identity or profile correction Duplicate accounts, wrong-patient records, or mismatched facility records may require identity matching and privacy review.

Most correction requests are reviewed within 5–10 business days. Requests involving clinical review, older paper records, duplicate accounts, legal documents, or multiple facilities may take longer.

Duplicate or mismatched records

If a record appears under the wrong profile or facility, do not attempt to delete or edit the record yourself. Health Information Management must determine whether the issue is a duplicate account, linked-record issue, transfer issue, or wrong-patient attachment.

Common examples include:

  • A Brookhaven visit appearing under an Alchemilla-only profile
  • An Alchemilla emergency visit missing after transfer to Brookhaven
  • Two patient portal accounts showing different parts of the same medical history
  • A scanned document attached to the wrong visit date
  • A facility transfer note showing the wrong receiving department
  • Caregiver access showing records for the wrong dependent or guardian profile
Important: Do not create a new patient account to fix a mismatched record. Creating another account may make identity matching more difficult and can delay the correction process.

FAQ

My name, address, or contact information is wrong
  • Check whether the information can be updated from Profile or Account Settings.
  • Submit a correction request if the field is locked or appears on official medical records.
  • Upload supporting documentation for legal name changes or guardianship changes.
  • Contact Patient Accounts & Records if the information affects billing or identity verification.
A visit is listed under the wrong facility
  • Check whether the visit involved a transfer between Brookhaven and Alchemilla.
  • Review the facility listed on your discharge paperwork or billing statement.
  • Submit a correction request with the visit date and expected facility.
  • Contact Health Information Management if the record appears attached to the wrong patient.
I think records are attached to the wrong patient

Stop using the affected record and contact Health Information Management as soon as possible. Include the visit date, facility, document name, and why you believe the record does not belong to you. Do not download, share, or forward another patient’s information.

My correction request was denied
  • Review the explanation provided by Health Information Management.
  • Confirm that the requested change is supported by documentation.
  • Ask whether a patient statement or amendment request note can be added to the record.
  • Contact the Records Office if you believe the denial was made in error.
My correction request is still pending
  • Allow the full review time for the type of correction requested.
  • Check secure messages for requests for additional documentation.
  • Requests involving clinical review, duplicate accounts, older paper records, or multiple facilities may take longer.
  • Do not submit a duplicate correction request unless Health Information Management asks you to.
The correction 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 in closed wards, basements, or restricted archive areas.

Need more help?

If you cannot submit a correction request or need help identifying which facility owns the record, contact Health Information Management or Patient Accounts & Records.

  • Brookhaven Health Information Management:records@brookhaven.sh
  • Alchemilla Health Information Management:records@alchemilla.sh
  • Silent Hill Patient Accounts & Records:patient.accounts@silenthill.sh
  • Brookhaven Records Office: 555-BROOK
  • Alchemilla Records Office: 555-ALCH
  • In person: Visit the Health Information Management desk at your current or most recent Silent Hill Healthcare facility.
Authorized support only: Silent Hill Healthcare does not use third-party medical record correction services. Do not share your Patient ID, portal password, verification code, identification documents, diagnosis details, treatment records, or legal paperwork with anyone claiming to correct records outside the official portal, Records Office, or Health Information Management process.

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