Chapter 552 of the Texas Government Code, also known as the Public Information Act (PIA), give the public the right to access certain government records. The PIA also establishes procedures that governmental bodies must follow when responding to open records requests. Our goal is to handle your request accurately and as efficiently as possible in accordance with these procedures.
Public Information Act (PIA)
Ley de información pública
This section addresses how to submit two types of requests for information:
- Patient service records, billing records, 911 call transcripts, etc. related to an individual who received services from MCHD personnel.
- Documents related to Montgomery County Hospital District operations.
HOW TO OBTAIN RECORDS RELATED TO AN INDIVIDUAL WHO RECEIVED SERVICES FROM MCHD
If you would like to request information from MCHD in accordance with the Open Records Act or to request personal medical and/or billing records, please:
- Download, fill out and sign the Records Authorization Form
- Send the completed form by mail, fax or email with:
- A copy of your current Texas Driver’s License (TDL)
- A HIPAA compliant release signed by the patient**
To: Donna Daniel
P.O. Box 478
Conroe, TX 77301
Fax: (936) 539-1163
Email: RecordsManagement@mchd-tx.org
Fees are not charged to the patient or the patient’s family. Fees charged to other entities requesting information on an individual are dictated by the State of Texas.
For more information, please contact the Records Administrator at (936) 523-1155 or Records Manager at (936) 523-5016.
** NOTES:
- If the patient is a minor, MCHD requires a release signed by the parent or legal guardian of the minor. The authorized representative must submit copies of legal documents supporting his or her authority to act on the patient’s behalf.
- In the event the patient is deceased, MCHD requires a copy of the death certificate with a HIPAA compliant release signed by the named informant or next of kin on the death certificate. This is in line with the Texas Health and Safety Code and HIPAA.
HOW TO OBTAIN RECORDS RELATED TO MONTGOMERY COUNTY HOSPITAL DISTRICT
If you would like to request records related to MCHD’s operations under the Public Information Act, please do the following:
- All requests must be submitted in writing by filling out the Application for Information Form under the Texas Public Information Act.
- Describe the documents, records, or data you are requesting. Be clear and concise.
- Be specific and include date ranges, if possible. We will work with you to clarify and narrow your request so that we can locate the records you are seeking.
- Send your request by mail, fax or email to:
Donna Daniel
P.O. Box 478
Conroe, TX 77301
Fax: (936) 539-1163
Email: RecordsManagement@mchd-tx.org
FEES AND PAYMENT FOR MCHD ORGANIZATION DOCUMENTS RETRIEVAL
Montgomery County Hospital District limits the expenditure of time and uncompensated resources when responding to a Public Information Request pursuant to The Texas Government Code Section 552.275. Please click here to see MCHD Resolution 005-ADM-05/28/2013
- Estimated Fees++ for records retrieval in accordance with the Public Information Act are:
- Labor Cost: $15.00 per hour
- Computer Programming Time: $28.50 per hour
- Overhead at 25% of the Labor Costs: $3.75 per hour+++
- CD Fee: $1.00 each
- DVD Fee: $3.00 each
- Actual cost for jump drive or external hard drive
- Per Page: $0.10 each
- 911 call records (dispatch record) retrieval fees are process separately from the billing and medical records request.
- Due to the uncertain amount of time it may take to research an open record request, we will provide an estimated time along with an estimated invoice on anything over the resolution maximum of 36 hours or above $40.00.
- Please remit prepayment promptly to the address listed above and make a check payable to Montgomery County Hospital District.
If you have questions, please do not hesitate to contact the MCHD Records Department at (936) 523-1155
++ NOTE: Fees are in line with the Texas Administrative Code Title 1 part 3, Office of the Attorney General Chapter 70 and Rule 70.3.
+++ NOTE: Overhead is computed at 25 percent of the cost of labor.
