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Health Record

Health Clearance Records

Health clearance (TB and MMR) records are the property of the College. Health clearance records submitted in-person are photocopied and originals are returned to students.

The College is not responsible for returning or reproducing these health clearance documents to students. Students are highly encouraged to keep these copies in a safe place. Students needing proof of TB or MMR should instead contact their health care provider to obtain copies of their TB and MMR records.

There is no guarantee that the College will be able to fulfill requests in providing a hard copy of TB or MMR records, however, as a last resort, students may request this by completing a request for health clearance documents from the HCC Records Office. Requests for a copy of TB or MMR health clearance records may take up to 10 working days to process. Although health clearance information is coded and entered into the UH's student information system, limited information may be available to give to students.

Students being readmitted back into the UH system may request that the Admissions or other office handling health clearance go into the student's GOAMEDI (Banner) screen to view and obtain any health clearance information that might have been provided upon being admitted to a UH campus. UH Manoa's health clearance information are maintained and stored in a separate electronic system from the other campuses. Upon making a home institution change, a student may be asked to furnish a copy of their health clearance documents to their new home campus.

Health Clearance and Emergency Information on Banner

Health clearance and emergency information submitted to any of the Community College campuses are kept and maintained by the student's home campus through Banner, UH's student information system. This information is only made available to staff involved with health clearance for registration purposes, audits, or emergencies. Specific medical or health information, however, is strictly kept confidential.

Other Health Care or Services

If emergency or nursing care services were rendered, a report or health record is made documenting your visit.

  • Your health record is treated in a strictly confidential manner and serves as a means to document your care and treatment that you received.
  • Only authorized HCC Health Office personnel have access to your health record file.
  • Your written authorization is necessary to release any information except when we are required by law or court order to provide this.
  • Official UH Accidental injury or incident report forms are forwarded to the Vice Chancellor of Administrative Services for review.
  • Your health record may also be a source of information for reviewing and evaluating the competence of the health care professionals who may have been involved in your care. Quality of care is important to us as we strive to deliver the best care possible.

Request for copy of health record may be subject to a small charge and must be made in writing. Send self-addressed stamped envelope to the Health Nurse at the Health Office, 874 Dillingham Blvd., Honolulu, HI 96817 and should include:

  • Name
  • School I.D. number, if known
  • Birthdate
  • Daytime phone you may be reached at for questions
  • Specific instructions on what types of documents you are requesting to be released
  • To whom documents should be mailed (include name, address, phone).
  • If clarification required, whether it is okay or not okay to discuss documents and/or current status with receiving party.
  • Any other applicable comments and/or requests
  • A copy of our Consent to Release Information sheet [pdf] may be submitted and would meet these requirements.
  • Enclose an addressed and stamped envelope that we may use to place your requested documents. We recommend placing at least 2 first class stamps to cover multiple page documents.

Request should be followed by a phone call or email to the Health Office to confirm receipt of request and ensure that request has been processed. Health Office phone is (808) 845-9282 (voice/text) and email health@hcc.hawaii.edu.

Disability-related Documentation

All disability related documentation that might have been provided to acquire accommodations has been forwarded to our new disability services office, Student ACCESS.

Requests for copies of documentation that may have been submitted in order to receive disability accommodations may be subject to a small charge and must be made in writing and sent attention to Student ACCESS, 874 Dillingham Blvd., Honolulu, HI 96817. They may be reached at 844-2392 (voice/text) or 845-9272 (voice/text) or via email at access@hcc.hawaii.edu. Contact them directly for specific information that they may require to process your request.

Referrals and Related Records

The scope of care that we can render is very limited and therefore, students are not charged for services. Students are encouraged to obtain health insurance through the endorsed UH student health insurance provider or other health insurance provider as referrals made to doctors and other emergency medical care become the responsibility of the party requiring these specialized services. Medical records from services obtained from these other sources must be requested directly to the provider of these services.