Data Integrity Unit

• Address: Boston Medical Center, 850 Harrison Avenue (Yawkey Ambulatory Care Center, Basement), Boston, MA 02118
• Phone: 617.414.4213
• Hours: Monday – Friday 8 a.m. to 4:30 p.m.
• Interpreter Services: For interpreter services or any assistance, please call 617.414.5549

Our team is available during these hours to assist you with any questions or concerns about amendment requests, record merging, or updates to personal information. Feel free to contact us for support and guidance.

At Boston Medical Center, we prioritize the accuracy of your medical record, which includes keeping your personal information such as age, gender, Social Security number, and name up to date. If you need to correct or change any of this information due to errors or changes in your life, we are here to assist you in making these updates.

Required Documentation for Updates

We require specific documents for verification to ensure the accuracy of the changes to your personal information. Below are the types of documentation needed based on the update you are requesting.

How to Request a Change to Your Demographic Information

1. Complete the Request Form: You can download and complete the form Request for Personal Information Correction/Change (PDF). This form is your first step to updating your demographic information.
2. Provide Supporting Documentation: The form details acceptable documentation for the change. Please include a copy of two government-issued IDs. Acceptable forms of identification include Driver’s License, Birth Certificate (if the name you are requesting differs, you will also have to provide the documents that reflect the change, for example: Marriage License, Divorce Decree, Court Order), Social Security Card, Passport, State-issued ID, Tribal ID, Matricula Consular. Others may be considered on an individual basis.
   1. For legal sex changes, please provide an appropriate physician letter if you do not have a passport or identification card that has been updated.
3. Submit Your Form: After filling out the form and attaching any necessary documents, you can either hand-deliver or mail it to us at the Contact Information address above.

Under federal law, specifically HIPAA (Health Insurance Portability and Accountability) regulations, you have the right to request an amendment to your medical record if you believe any information is incorrect or incomplete. This ensures your health information accurately reflects your medical history and treatment. Below is an updated process for requesting an amendment, including the initial step of filling out a specific form.

Important Clarifications

• Correct but Outdated Information: If your medical record includes correct but outdated information, such as medications you no longer take or conditions you no longer have, please contact the provider who added the information. This is crucial for ensuring your health records are current and accurate.
• Other Corrections or Amendments: All requests to correct or amend documentation in your medical record must be submitted in writing. All communications regarding your amendment request, including our response, will also be provided in writing.

How to Request an Amendment to Your Medical Record

1. Complete the Request Form: Download and complete the form Request for Amendment/Correction to Medical Record (PDF). This form is your first step towards amending any information in your medical record.
2. Provide Detailed Information: In the form, specify what you believe is incorrect or incomplete and how it should be corrected or amended. Attach any supporting documents or evidence if possible.
3. Submit Your Form: After filling out the form and attaching any necessary documents, you can either hand-deliver or mail it to us at the Contact Information address above. This submission is how you officially start the amendment process.

Upon receipt of your completed form and required documentation, we will:

• Verify the documents for completeness and accuracy.
• Proceed to update your information in our records.
• Inform you once the changes have been implemented.

We strive to process requests in a timely manner, but we appreciate your patience as we ensure the accuracy of the updates. We will contact you directly if we need more information or additional documents. For the amendment process, please see additional information below.

• Response Time: We will address your request within 60 days of receiving the form. We will notify you in writing of the delay if more time is needed.
• Approval: If we approve your request, we will amend the health information and let you know.
• Denial: If your request is denied, you will receive a written explanation detailing the reasons. You will also get information about your rights to challenge our decision and how to file a complaint with our office or with the Secretary of Health and Human Services.

It’s important that you actively take part in keeping your medical record accurate. By requesting amendments or updating outdated information through the appropriate channels, you help ensure the integrity of your health information, which is fundamental for your ongoing care and treatment.

Privacy

HIPAA privacy law ensures that you have a right to access your medical record and prohibits unauthorized use or disclosure of your medical information. For more information on your privacy rights, please reach out to the Privacy Office at privacyofficer@bmc.org or 617.638.7919 for any concerns, including:

• “Break the Glass” requests, which add an extra layer of protection to your electronic medical record;
• Audit requests, to audit for unauthorized access to your medical record.