How to Obtain Medical Records, Itemized Bills & Radiology from HCA Healthcare / Parallon (Medical City, HCA Florida, TriStar, Sunrise, St. David's)
HCA Healthcare is the largest hospital operator in the United States, running over 180 hospitals including HCA Florida Healthcare, Medical City Healthcare (Dallas/Fort Worth), HCA Houston Healthcare, St. David's HealthCare (Austin), Methodist Healthcare (San Antonio), TriStar Health (Tennessee), Sunrise Health (Las Vegas), and HCA Virginia. HCA centralizes its revenue cycle and Release of Information operations through its subsidiary, Parallon.
HCA Healthcare / Parallon (Medical City, HCA Florida, TriStar, Sunrise, St. David's) Record Retrieval Profile
- ROI Processing Model
- Parallon Business Performance Group (HCA's Shared Services Subsidiary) & Centralized Regional HIM / Datavant
- Primary States & Statutory Jurisdiction
- FL, TX, TN, NV, VA, CO, CA, GA, KS, MO, NC, SC, UT, NH, ID, KY, LA
- Critical Retrieval & Subpoena Notes
- At HCA hospitals, requesting records from Parallon HIM only returns the clinical chart. Itemized UB-04 hospital bills must be requested from Parallon Patient Financial Services, and emergency room physician CMS-1500 bills must be requested separately from the contracted ER physician group.
The 3-Department Routing Split at HCA Healthcare / Parallon (Medical City, HCA Florida, TriStar, Sunrise, St. David's)
A standard medical record request sent only to Health Information Management (HIM) will almost never return itemized billing ledgers or native DICOM imaging. Below is how HCA Healthcare / Parallon (Medical City, HCA Florida, TriStar, Sunrise, St. David's) separates record production across three distinct units:
| Department Unit | Document Deliverable | Routing & Retrieval Protocol |
|---|---|---|
| 1. Clinical HIM / Release of Information | Discharge Summaries, Operative Notes, ED Nursing Logs, Labs | Parallon / HCA Regional Health Information Management (HIM) Release of Information |
| 2. Patient Financial Services (Billing) | Itemized UB-04 (Facility) & CMS-1500 (Physician) Ledgers with CPT/ICD-10 | Parallon Patient Financial Services (UB-04 Hospital Facility Bill) + Separate Contracted ER/Radiology Physician Billing (Envision / TeamHealth / ChartSwap) |
| 3. Radiology Film Library (PACS) | Native DICOM Imaging Studies (MRI, CT, X-Ray, Ultrasound) | Campus-Specific HCA Hospital Radiology Film Library |
State Statutory Copying Fee Caps Governing HCA Healthcare / Parallon (Medical City, HCA Florida, TriStar, Sunrise, St. David's)
While direct-to-patient requests under 45 CFR § 164.524(c)(4) qualify for the federal cost-based labor rate, third-party attorney and subpoena requests to HCA Healthcare / Parallon (Medical City, HCA Florida, TriStar, Sunrise, St. David's) are governed by the statutory per-page fee schedule of the state where treatment was rendered:
Fla. Stat. § 395.3025 (Hospitals) & § 456.057 / Fla. Admin. Code 64B8-10.003 (Physicians) • Within a 'timely manner' / 30 days max under HIPAA
Tex. Health & Safety Code § 241.154 (Hospitals) & 22 TAC § 165.2 (Physicians) • 15 business days after receipt of request and fee under Tex. Health & Safety Code § 241.154(b)!
Tenn. Code Ann. § 68-11-304 (Hospitals) & § 63-2-102 (Physicians) • 10 working days for physicians (TCA § 63-2-101); reasonable time / 30 days for hospitals
Nev. Rev. Stat. § 629.061 • 30 calendar days (or 20 working days for in-state requests)
Va. Code Ann. § 8.01-413 • 30 calendar days (15 days after subpoena notice under § 8.01-413)
Colo. Rev. Stat. § 25-1-801 & 6 CCR 1011-1 • 30 calendar days (10 days for inpatient discharge inspection)
Cal. Health & Safety Code § 123110, Cal. Evid. Code § 1158 & § 1563 • 15 calendar days for copies under Cal. Health & Safety Code § 123110(b) (5 working days for pre-suit attorney inspection under Evid. Code § 1158)!
O.C.G.A. § 31-33-2 & § 31-33-3 • 30 calendar days
Kan. Stat. Ann. § 65-4971 • 30 calendar days
Mo. Rev. Stat. § 191.227 • 30 calendar days
N.C. Gen. Stat. § 90-411 • 30 calendar days
S.C. Code Ann. § 44-115-80 (Physicians) & § 44-7-325 (Hospitals) • 30 calendar days (45 days max)
Utah Code Ann. § 78B-5-618 • 30 calendar days
N.H. Rev. Stat. Ann. § 332-I:1 • 30 calendar days
Idaho Code § 39-1394 • 30 calendar days
Ky. Rev. Stat. § 422.317 • 30 calendar days
La. R.S. 40:1165.1 • 15 days after receipt of request & reasonable fees under La. R.S. 40:1165.1(A)(2)(c)!