Medical Record Department /
Health Information Department

Hours of Operation

Monday: 5:00 am. – 7:30 pm
Tuesday – Saturday: 5:00 a.m. – 10:30 p.m.
Sunday: 7:00 a.m. – 3:00 p.m.
Holidays: Closed


Director / Transcription – Kim Good ext. 18133
Clerical Supervisor – Kenny Sotomayor ext.18291
Inpatient Coding Manager – Patti Hall ext.10310
Outpatient Coding Manager – Kathy Cupido ext. 18172

IT Support for Health Information Management

Health Information Management Applications Analysts: 7:00 a.m. – 5:00 p.m.
Alice Oakerson: ext. 18133
Helen Roubos: ext. 10335
IT Help After Hours: Help Desk ext. 18965

Key Extensions:

Physician Medical Record Completion Questions: ext. 11554

Transcription: ext. 11141

Clerical: ext. 18132

Release of Information: ext. 18136

Physician Medical Record Completion Requirements

Physician Medical Records must be completed within 30 days of discharge. History and Physicals and Operative Reports must be completed within 24 hours of admission or procedure. Medical records for patients in-house are completed in Cerner – once a patient is discharge the chart completion process must be completed in 3M / Soft Med. A physician will receive a warning letter if his or her charts are not completed timely and may face suspension if his or her charts are not completed during the time frame noted in the warning letter.

Electronic Medical Record

The Medical Record Department also supports the electronic medical record (SoftMed). All patient charts from December 1, 2007 through today are available on-line. Discharged medical records are scanned into the system within 24 – 48 hours post discharge and are immediately available for review wherever there is a computer available that has internet access. Please log in from the CMC Physician Portal.

Physician Office – Copies of Medical Records – Access to Patient Information

All Physicians on Staff at CMC will need access for one or more members of their office team to 3M / Soft Med. CMC only provides to the offices copies of dictated reports and ancillary results upon the physician’s electronic signature of a report or completion of an ancillary test or exam. All other information an office may need must be accessed by the Physician’s Office Staff. Your Office Staff Team Members must request access to the system through the eAssentiX.

Transcription Services

Transcription offers on-line results reporting of History of Physicals, Consultation Reports, Discharge Summaries, Operative Reports, Neurology Reports, Radiation Oncology Reports, Sleep Study, and Cardiopulmonary Reports in the Cerner Clinical System or the EMR -SoftMed System.

Coding Services

We code all outpatient medical records and all inpatient medical records. Outpatient includes Minor Surgery, Emergency Department, Radiology, Outpatient Infusion, Same Day Surgery, Cardiac Catherization, Interventional Radiology, Observation Patients, Recurring Accounts, Wound Care, Sleep Study, Extended Stay patients, etc.

Release of Information

Please do not access your medical records or those of your friends on their behalf on-line. It is a HIPAA violation. Always have a signed release form if you want access to your records and please do not access the medical records of a family member, friend or anyone else without permission.

Medical Record Department Locations

The Main Medical Record Departmentis located off the Outpatient Registration Lobby by the elevators on the right side of the hallway. Services located in this area:

  • Health Information Management Management Team
  • Physician Chart Completion Room
  • Release of Information Area
  • Inpatient Coding Area
  • Scanning Office
  • Transcription Office
  • Health Information Management Applications Team

The Outpatient Coding Departmenthousing the Outpatient Coding Manager, Quality Officer, Emergency Room Coders, and Outpatient Coders is located in the River Wood II Building / Third Floor.