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Medical Records (H.I.M.)

The Medical Records, or Health Information Management (H.I.M.), department is responsible for maintaining your medical record. This includes information such as:

  • Results of lab tests
  • X-rays
  • Physician examination reports
  • Medical treatment and medications
  • Observations by nurses and other members of your health care team

In accordance with Michigan Law 333.20175, Garden City Hospital has a 7 year retention policy for all medical records, with the exception of delivery/birth records, which are kept until the child reaches the age of 20.  X-ray films are also kept for seven years.

Requesting Your Medical RecordTo obtain a copy of a medical record, submit:

  • A completed Authorization to Disclose Health Information Form (download)
  • A written request with the patient's full name at the time of treatment and date of birth
  • Identification of specific information to be released
  • The name and address of the person to whom records are being released
  • The date and signature of the patient or his or her legal representative

Requesting A Proxy for the Patient Portal

Adult patients can designate a proxy to view their medical records. A proxy form must be completed and signed by both parties. A legal guardian of an incapacitated adult patient may also be granted proxy status. Proper copies of guardianship must be on file within the patient’s medical record. Please review all rules regarding proxy.

Requesting the Record of a Deceased Patient

You may obtain the medical record of a deceased patient by providing one of the following:

  • Death Certificate (ex. Surviving Spouse)
  • Your Birth Certificate to show the relationship of the deceased. (ex. Surviving Children)
  • Letter of Authority from the Probate Court naming you as personal representative of the estate of the deceased person.

Requests for medical records are usually processed within four business days of receipt. Records are sent free of charge when requested by a physician for medical follow-up care. Records requested for other reasons are subject to a processing fee.

You may request a copy of your medical record in person, mail, or fax to:
Garden City Hospital
Attn: Medical Records
6245 Inkster Road
Garden City, MI 48135

Fax 734-421-8371

** Please Note: For the protection of your privacy, records can not be mailed to your home.

Birth Certificates

All babies born at Garden City Hospital, or who are brought here shortly after, will have their birth certificates prepared by the OB Department. Mothers of the babies will be given a worksheet to fill out with information needed to prepare the birth certificate. Once the birth certificate is prepared, the new parents will be given an opportunity to review the document for any mistakes and for one of them to sign. Every effort is made by the OB department to meet with the new mothers in their rooms during their stay. If a member of the OB department is unable to meet with them, they will have an opportunity to come into the department during regular business hours to complete the process.

If you are not married, the State of Michigan requires that legal paternity be established before a father’s name can be listed on a birth certificate. The OB department can prepare an Affidavit of Parentage for you, free of charge. This form is a voluntary, legal document that is used to establish paternity, and must be signed in the presence of a notary public. In order for the OB department to assist you with this, the father of the baby must have a picture ID with him. If the Affidavit cannot be finished before discharge, the OB department may hold the birth certificate, for up to five days, to finish the Affidavit of Parentage. It is free to file an Affidavit of Parentage with the Michigan Department of Community Health, but the state does charge a fee to add a father to the birth certificate after processing.

Birth Certificates are sent to Garden City, City Hall for registration. It generally takes three weeks for City Hall to finish the certification process with the State of Michigan. GCH provides a Verification of Birth to the parents, to be used as proof of the baby’s birth until the birth certificate is available.

**Please Note: Garden City Hospital does not perform paternity (blood) testing.

Download the request for Affidavit of Parentage

Download the Form to Add a Father

Acquiring a Certified Birth or Death Certificate

Garden City, City Hall has birth/death certificates available for purchase in person or by mail. The cost is $15 for one copy and $5 for any additional copies purchased at that time. More information, such as hours of operation and location, can be obtained from the city of Garden City website or by calling 734-793-1620.

Download the Birth Certificate by Mail Form
Download the Death Certificate by Mail Form

You may also order vital records in person, by mail or online from the State of Michigan’s Vital Records office. For more information or to request forms, please visit the Michigan Department of Community Health website at or call their general information line at 517-335-8656.

The Vital Records Office
201 Townsend Street
Capitol View Bldg, 3rd Floor
Lansing, MI 48913

Contact Us

If you have questions regarding your request for a medical record, please call 734-458-4405. Staff members are available to assist you weekdays from 8 a.m. to 4:30 p.m.