Patient Records: Access & Requests
Sarasota Memorial maintains a medical record for every patient who visits our hospitals, emergency rooms, laboratory and outpatient facilities.
Access Your Records Online
For convenient access to your own patient medical records, we encourage you to set up a free account in the Sarasota Memorial FollowMyHealth Patient Portal, where you can manage your protected health information in a secure, easily accessed platform. Users also can set up a proxy portal account for children and dependent adults. Click here to get started.
Physician & Hospital Requests for Medical Records
Requests for medical records regarding continuation of care are sent directly to the physician at no cost. Physician offices may call 941-917-1025 or fax 941-917-1106 to request medical records.
Patient Medical Records Requests & Billing Records Requests
We have a legal and ethical responsibility to preserve the privacy of every patient’s protected health information. Before we can release protected health information, the patient or their legally qualified representative must give authorization.
Note that the Medical Records Office may charge a fee for providing copies of medical records; fee amounts vary and are based on the record type and delivery method (electronic or printed hard copy).
[Please see below for instructions on requesting birth / death certificates or radiology records.]
To obtain a copy of your billing or medical record (except radiology records) through the Medical Records Office, patients have two options:
Option 1:
For electronic requests and delivery, please click here to visit our dedicated medical records request website.
Click here for more information regarding electronic request and delivery fees.
Option 2:
Please see instructions below for other request options:
1. Download and complete the Authorization to Release Patient Information form (see links below).
Authorization to Release Patient Information
Autorizacion para Divulgar Informancion del Paciente
2. Submit the completed form, along with proof of your identity (government-issued identification card, state-issued driver’s license or other government-issued ID), in one of the following ways:
Email: Send the documents to RequestMyMedicalRecord@smh.com.
In Person: Drop off the documents at one of our Release of Information Offices (8 am - 5 pm, Monday – Friday)
Mail the documents to:
Sarasota Memorial Hospital – Sarasota Campus
Attn: Release of Information Office
1700 South Tamiami Trail
Sarasota, FL 34239
Fax: Fax the documents to 941-917-1106.
Death Certificates
To obtain death certificates or Florida Do Not Resuscitate Orders (DNR), contact the Florida Department of Health at floridahealth.gov or 850-245-4444.
Birth Certificates
The Health Information Management department completes a birth certificate for every patient delivered at Sarasota Memorial facilities. Birth information is transmitted to the state electronically, in compliance with Florida state requirements.
Copies of birth certificates can be obtained from the Sarasota County Health Department Vital Records Department at 2200 Ringling Blvd. in Sarasota, or by mailing a request to:
Sarasota County Health Department
Attn: Vital Records
P. O. Box 2658
Sarasota, FL 34230-9912
Additional birth certificate services provided by the Florida Department of Health include apostille, father registry, commemorative certificates, stillbirth/nonviable birth, fetal death certificates, and certificate amendments and corrections. For more information, click here to visit floridahealth.gov.
Radiology Records Requests
To obtain a copy of your radiology records through the Radiology Records Department, patients must:
1. Download and complete the Authorization to Release Patient Information form (links below).
Authorization to Release Patient Information
Autorizacion para Divulgar Informacion del Paciente
2. Submit the completed form, along with proof of your identity (government-issued identification card, state-issued driver’s license or other government-issued ID), in one of the following ways:
Email: Send the documents to Radiology-Records@smh.com.
Mail the documents to: Sarasota Memorial Hospital – Sarasota Campus; Attn: Radiology Records Dept.; 1700 South Tamiami Trail; Sarasota, FL 34239
In Person: Drop off the documents at one of our Release of Information Offices (same hours and locations as listed above)
Fax: Fax the documents to 941-917-2228.
Attorney Requests for Medical Records
SMHCS only accepts subpoenas via hand-served or certified mail.
By Mail: To ensure that subpoenas served to Sarasota Memorial or its entities are properly signed for, mailed subpoenas for patient medical records must be served in accordance with the Florida Rules of Civil Procedure 1.351(c), and must be sent via certified U.S. Mail, FedEx, UPS or DHL, with written confirmation of delivery or return receipt at:
Sarasota Memorial Health Care System
Legal Services Office
1743 Main St., 1st floor lobby
Sarasota, FL 34236
For Process Servers: Subpoenas that are hand delivered via process server for medical records, depositions, trials and standby of SMH personnel must be served to Sarasota Memorial's Subpoena Intake Office, located on the first floor of 1743 Main St., Sarasota, FL 34236. Hours of operation are 8:00am - 12:00pm, Monday - Friday; closed on recognized holidays. For more information on subpoena delivery, call 941-917-1328.
Note for First Physicians Group: Please ensure your subpoena(s) has the approrpiate provider name and address you want to be served listed. For a list of providers and addresses, click here.
Other Attorney or Records Requests: (Not Subpoenas or Notice of Trial) can be mailed or hand delivered to the Sarasota Campus, located at 1700 S. Tamiami Trail, Attention to Pine Tree Plaza, Bldg. D, Sarasota, FL 34239.