Health Information Management Department

Monroe Surgical Hospital

Health Information Management is organized into units that handle specific functions within the department:

  • Release of Information
  • Record Processing
  • Coding
  • Dictation and Transcription

Release of Information

Health Information Management is open 8 a.m. – 4:30 p.m., Monday through Friday. To obtain a copy of a medical record, please submit a valid authorization form, signed and dated by the patient/legal guardian, or call (318) 812-9507 for assistance with release of information.

Medical Records Authorization Forms

The following forms are in PDF format and require Adobe Reader software. If you do not have Adobe Reader, it can be downloaded for free at

  • Request for Release of Information Form: Please complete this form if you would like to obtain a copy of your medical records.
  • Consent For Disclosure of Protected Health Information Form: Please complete this form if you would like to designate a preferred means of verbal and written communications as well as designate family members and/or friends with whom we may discuss your medical condition and release your health information to.

To avoid a delay, please answer all questions on the authorization form. Certain restrictions and fees may apply.

Completed requests may be returned via mail or fax:

Monroe Surgical Hospital
Health Information Management
2408 Broadmoor Blvd
Monroe, LA 71201

Fax# 318-807-0319

Record Processing

Health Information Management Record Processing retrieves, assembles, and analyzes medical records of patients discharged from the hospital or seen in outpatient areas. Records are retrieved daily from all inpatient and outpatient units; assembled in a specific order for ease of information access for continuing patient care; and analyzed for completion requirements in accordance with Joint Commission and hospital bylaws. For questions or more information about record processing, please call ext 31214.


Coding is a procedure that assigns a numeric code to diagnostic and procedural data on a medical classification system. The coders use the International Classification of Diseases, 9th Revision, Clinical Modification (ICD-9-CM), which is accepted and used worldwide. The purpose of these codes is to retrieve data about specific diseases, analyze trends of disease, and provide information for billing and review of procedures. For questions regarding coding on your radiology and/or lab account you may call 318-812-9538. For questions regarding coding on your surgical, medical, or endoscopy account feel free to call ext 31212.

Dictation and Transcription

The dictation and transcription unit is responsible for tracking and processing dictated reports and distributing transcribed reports. For any questions regarding reports and/or dictation and transcription please call ext 31212.

Frequently Asked Questions

Who do my medical records belong to?

Who may request medical records?

How can I obtain a copy of my medical record?

What are the fees charged for obtaining a copy of my medical record?

If you have questions about your medical records that have not been answered by this website, please call ext 31212.