TERMS AND CONDITIONS OF USE

This is an agreement ("Agreement") between the University of Kansas Medical Center Organized Health Care Arrangement (OHCA) and you for access to MyChart services, software or online tools (collectively, "MyChart").

Specifically, the University of Kansas Medical Center Organized Health Care Arrangement (OHCA) includes:

  • The University of Kansas Health System (including, The University of Kansas Hospital, The University of Kansas Physicians, and Medical Administrative Services),
  • The University of Kansas Medical Center, and
  • KU HealthPartners, Inc.

These providers include their employees, staff, trainees, volunteer groups and other healthcare workers. In this document, these providers will be referred to as Medical Provider.

What Is MyChart?

  • MyChart is an internet service that allows patients to have secure web-based access to portions of their electronic medical record.
  • MyChart is designed as a secure internet-based environment through which you may receive confidential medical information about yourself.
  • Once you sign up for MyChart, you will create your own MyChart username, password and password recovery hint.

Password Guidelines

  • Please DO NOT SHARE your password with anyone. The individual MyChart username and password you choose when you first sign in to MyChart are the keys to protecting the confidentiality of your information.
  • You are responsible for remembering your MyChart username and password and for keeping them confidential.
  • We strongly recommend that you write down your username, password, and hint and keep them in a safe place for future reference.
  • Your Medical Provider MyChart Support team may request your username as a form of identity verification and will NEVER ask you for your password. If you are asked to provide your password to anyone else, do not provide it.

Activation Guidelines

  • You MUST provide us with your email address when activating your MyChart account and keep your email address current via the Profile/Notifications link in MyChart.
  • No confidential information will be sent to your email, but you will receive email notification when new information is available in your MyChart account.
  • You therefore MUST verify and update your email address via the Profile/Notifications link to ensure that you receive notification of newly released information in a timely manner.

Communication Process

  • Once you have activated your MyChart account, MyChart will become a vehicle through which you may receive important messages from your primary care physician and/or other specialists offering the MyChart service. These include selected test results and other personal medical information.
  • Please be sure to check your email on a regular basis and update any changes to your email address in your MyChart account.

Urgent Medical Matters

  • Do not use MyChart to report urgent medical matters. For all urgent medical matters, contact your physician's office, go to an emergency room or call 911.

For all medical emergencies, immediately dial 911.

MyChart User Responsibilities

By accessing or using MyChart, you agree to be bound by all the terms and conditions of this Agreement and our privacy policy, at https://www.kansashealthsystem.com/patient-visitor/patient-guide/patient-privacy. It is important to review this Agreement and the Privacy Policy periodically, as we may modify this Agreement and the Privacy Policy at any time, and you agree that such modifications are effective and binding upon you immediately upon posting of the modified versions.

You agree that MyChart is a communication service offered as a convenience to our patients. You understand that it provides you with online access to portions of your electronic medical record and that you are solely responsible for any sharing of MyChart content that you intentionally or unintentionally communicate to others. You understand that messages will be routed to the appropriate department as necessary for handling, and therefore employees other than your healthcare provider may be involved in addressing your request. Therefore, use of MyChart may not be appropriate if there is sensitive information that you would only wish to discuss directly with your provider.

You understand that you may receive messages, test results and other communications delivered via MyChart. Therefore, you may not receive duplicate written reports of this information. You understand that not all of your medical information may appear on your MyChart. Posting of information is at the discretion of your individual physicians.

We reserve the right in the future to charge a fee for the use of MyChart. You will be notified of this change and asked to re-apply if you agree to the fee and wish to continue with this service.

Proxy Access

Proxy access to another individual's MyChart account can be granted as follows:

  • Adult Proxy - For a person 18 years or older or an individual otherwise legally emancipated, proxy access may only be granted upon receipt of a completed MyChart Proxy Access Request - For Access to an Adult Patient's MyChart completed by the patient or the patient's personal representative, for example, in the case of diminished capacity. Any patient age 18 or over has the ability to electronically revoke access in MyChart. Under the profile tab, select Personalize, then REVOKE ACCESS. Patients also can revoke access by completing the MyChart Proxy Revocation Request.
  • Minor Proxy to Age 14 - For a minor child under the age of 14, parents and guardians may be granted full proxy access to the child's MyChart account when properly identified in the clinic. NOTE: A MyChart Proxy Access Request - for Access to a Minor Patient's MyChart is required by the parent if they are requesting access from outside the healthcare setting. MyChart proxy access for a legal guardian requires proof of legal guardianship.
  • Minor Proxy Between Ages 14 and 17 - For a minor child between 14 and 17, proxy access to the child's MyChart account when the minor child completes the MyChart Proxy Access Request - for Access to a Minor Patient's MyChart.
  • Proxy access granted to another person for a minor child will automatically be disabled upon the minor child reaching age 18.
  • Diminished Capacity - If it has been determined a minor child has diminished capacity, the parent or guardian may request full access to continue at age 14 by completing the MyChart Proxy Access Request - for Access to a Minor Patient's MyChart and again at age 18 by completing the MyChart Proxy Access Request - For Access to an Adult Patient's MyChart.
  • A minor can sign up for their own MyChart account at age 14.
  • Foster parents - Foster parents are not allowed proxy access to the minor child's MyChart account.
  • Prisoners - Prisoners are not allowed to have a MyChart account. Proxy access is not allowed to a prisoner's family, friend or personal representative.

A. Proxy Access Request for Minors

1. A parent or legal guardian may request access to their minor's MyChart account. If a patient is under age 14, a MyChart Proxy Access Request - for Access to a Minor Patient's MyChart must be completed by the individual requesting access. The completed form should be mailed, emailed, or faxed to The University of Kansas Health System: Health Information Management Dept. 11300 Corporate Ave., Suite 345, Lenexa, KS 66219. Fax: 913-588-2495. Email: MyChart@kumc.edu. The Health Information Management Department will process the request granting the proxy full access. The completed form will be scanned into the patient's legal medical record under MyChart Access Request. The proxy will receive a mailed letter informing them proxy access has been granted. If the proxy already has a MyChart account, an email will be sent to the proxy informing them we added the proxy relationship to their current MyChart account.

2. On the minor's 14th birthday, proxy access will change from full access to limited access automatically. The Health Information Management Department will generate a letter to be sent out 30 days prior to the patient's 14th birthday notifying the proxy their access will move from full to limited on the patient's 14th birthday. Should a parent need full access to their 14- to 17-year-old minor's MyChart, the minor patient may grant that access by completing the MyChart Proxy Access Request - for Access to a Minor Patient's MyChart. The 14- to 17-year-old patient must sign the bottom portion of the form granting full access to the proxy. The completed form should be mailed, emailed, or faxed to The University of Kansas Health System: Health Information Management Dept. 11300 Corporate Ave., Suite 345, Lenexa, KS 66219. Fax: 913-588-2495. Email: MyChart@kumc.edu. The Health Information Management Department will process the request granting the proxy full access. The completed form will be scanned into the patient's legal medical record under MyChart Access Request. If the proxy already has a MyChart account, an email will be sent to the proxy informing them we added the proxy relationship to their current MyChart account.

3. Proxy access can also be granted in the clinic. Clinic staff should provide education to minor patients, giving them the opportunity to grant their proxy full access if applicable. In order for proxy access to be given in clinic, staff must scan a completed MyChart Proxy Access Request - for Access to a Minor Patient's MyChart form into the patient's legal medical record under MyChart Access Request.

4. On the patient's 18th birthday, all proxy access is terminated automatically. The patient should expect a letter via MyChart informing them all proxy access will be terminated upon the patient's 18th birthday.

B. Proxy Access Request for an Adult

1. Any adult over age 18 can grant proxy access to a parent, spouse, caregiver or legal guardian. The patient would need to complete the MyChart Proxy Access Request - For Access to an Adult Patient's MyChart. The completed form should be mailed, emailed, or faxed to The University of Kansas Health System: Health Information Management Dept. 11300 Corporate Ave., Suite 345, Lenexa, KS 66219. Fax: 913-588-2495. Email: MyChart@kumc.edu. The Health Information Management Department will process the request granting the proxy full access. The completed form will be scanned into the patient's legal medical record under MyChart Access Request. The proxy will receive a mailed letter informing them proxy access has been granted. If the proxy already has a MyChart account, an email will be sent to the proxy informing them we added the proxy relationship to their current MyChart account.

2. Proxy access can also be granted in the clinic. In order for proxy access to be given in clinic, staff must scan a completed MyChart Proxy Access Request - For Access to an Adult Patient's MyChart form into the patient's legal medical record under MyChart Access Request.

C. Proxy Revocation Request

1. An adult, a patient 14 years or older, a legally emancipated minor or a personal representative with legal authority may revoke proxy access at any time by completing the MyChart Proxy Revocation Request form. The completed form should be mailed, emailed, or faxed to The University of Kansas Health System: Health Information Management Dept. 11300 Corporate Ave., Suite 345, Lenexa, KS 66219. Fax: 913-588-2495. Email: MyChart@kumc.edu. The Health Information Management Department will process the request, removing the proxy's MyChart access. The MyChart Proxy Revocation Request form will be scanned into the patient's legal medical record under MyChart Proxy Revocation Request.

Prohibited Users

You are solely responsible for any and all acts and omissions that occur under your account or password, and you agree not to engage in unacceptable use of MyChart, which includes, without limitation, use of MyChart to: (a) disseminate or transmit material that, to a reasonable person may be abusive, obscene, pornographic, defamatory, harassing, grossly offensive, vulgar, threatening or malicious; (b) disseminate, store or transmit files, graphics, software or other material that actually or potentially infringes the copyright, trademark, patent, trade secret or other intellectual property rights of any person; (c) interfere, disrupt or attempt to gain unauthorized access to other accounts on MyChart or any other computer network; (d) disseminate, store or transmit viruses, Trojan horses or any other malicious code or program; and/or (e) violate any statute, law, rule or regulation or otherwise violate the legal rights of a third person.

You can discontinue your use of MyChart at any time by contacting MyChart Support at 913-588-4040. If we determine that you have violated this Agreement and/or abused the use of MyChart, we reserve the right, at our sole discretion, to discontinue your use of MyChart. You will be notified if your access to MyChart is discontinued.

Privacy Policy

The Medical Provider clinics have in place detailed policies and procedures regarding access to all medical records by our staff and employees and have carefully outlined the circumstances under which your medical information may be released to parties outside the organization. These policies conform to state and federal law and are designed to safeguard your privacy. Our staff and employees are educated in confidentiality policies and the appropriate use of medical information. A patient's medical information is held in strictest confidence. For a detailed explanation of how we protect your privacy and use your information, please refer to our Privacy Policy at https://www.kansashealthsystem.com/patient-visitor/patient-guide/patient-privacy

Your Medical Record

As we provide your healthcare, we are required to maintain documentation of your medical history, current conditions, treatment plan and all treatments given, including the results of all tests, procedures and therapies. MyChart is an internet application that enables you to have secure web-based access to portions of your electronic medical record and may allow for secure electronic messaging with your healthcare providers. Messages you send via MyChart may be made part of your permanent medical record and may be accessible to current and future staff members who are appropriately involved with your care. All of our generated electronic medical record content is subject to all state and federal statutes governing the security and confidentiality of medical records.

Messaging

MyChart should never be used for urgent matters. Delays can occur based upon volume, availability of staff and the complexity of your condition. Your Medical Provider will make its best effort to provide a timely response to electronic inquiries. In some cases, the clinic staff who need to respond to an electronic inquiry or other communication may not be immediately available. Please allow at least three (3) business days for a response. Accordingly, emergency situations requiring immediate attention should not be submitted electronically.

FOR ALL MEDICAL EMERGENCIES, IMMEDIATELY DIAL 911.

Keeping MyChart Information Secure

MyChart may be routed to other authorized caregivers within the Medical Provider organization to facilitate a timely response to your request. All communications between you and your healthcare team using MyChart are carried over a secure, encrypted connection directly into the electronic medical record. While you may receive Internet email messages notifying you of new messages in your MyChart Inbox, these emails will not contain any confidential medical information.

It is extremely important that you keep your MyChart username and password in a secure location and completely confidential. Anyone with access to your username and password will be able to view your medical information and communicate with your healthcare team as if they were you. It is your responsibility to prevent disclosure of your temporary activation code and password and to change your password and password hint if you feel your security has been compromised. You can change your password and password hint online at any time.

Restrictions

Due to the sensitivity of certain health information, physicians and/or caregivers may elect not to release certain information via MyChart.

Copyright and Trademarks

All content included on MyChart websites, including, but not limited to, text, photographs, graphics, button icons, images, artwork, names, logos, trademarks, service marks and data (the "Content"), in any form including the compilation thereof, are protected by U.S. and international copyright law and conventions. The Content includes both Content owned or controlled by the Medical Provider and Content owned or controlled by third parties and licensed to us. Except as set forth below, direct or indirect reproduction of the Content, in whole or in part, by any means, is prohibited without the express written consent of Medical Provider.

Site Access and Licenses

The Medical Provider grants a limited license to each user to make personal use only of MyChart, the website and the associated services in accordance with these terms and conditions of use. This license expressly excludes, without limitation, any reproduction, duplication, sale, resale or other commercial use of the website and the associated services; making any derivative of the website or the associated services; the collection or use of user email addresses or other user information, including, without limitation, health information; and any data extraction or data mining whatsoever.

Transmission Security

The MyChart website uses encryption software. While we use state-of-the-art security, no system can perfectly guard against risks of intentional intrusion or inadvertent disclosure of MyChart Terms and Conditions of Use information. When using MyChart, information will be transmitted over a medium that is beyond the control of Medical Provider and its contractors. YOU HEREBY EXPRESSLY ASSUME THE SOLE RISK OF ANY UNAUTHORIZED DISCLOSURE OR INTENTIONAL INTRUSION, OR OF ANY DELAY, FAILURE, INTERRUPTION OR CORRUPTION OF DATA OR OTHER INFORNMATION TRANSMITTED IN CONNECTION WITH THE USE OF THIS SERVICE. Once the information is received by us, your medical information will be treated as confidential and given the same protection that all other medical records are given.

Links to Third Party Sites

This website contains links to websites operated by other parties. The links are provided for your convenience only. We do not control such websites, and we are not responsible for the content and performance of these sites. The inclusion of links to other websites does not imply any endorsement of the material on the websites or any association with their operators. We do not operate, control or endorse any information, products or services provided by third parties through the Internet. Use of other sites is strictly at your own risk including, but not limited to, any risks associated with destructive viruses. You are responsible for viewing and abiding by the terms and conditions of use and the privacy statements and/or policies of the other such websites, if any.

Disclaimer of Warranties

EXCEPT AS OTHERWISE EXPRESSLY PROVIDED HEREIN, MYCHART IS PROVIDED "AS IS" WITHOUT WARRANTY OF ANY KIND, EXPRESS OR IMPLIED. YOUR ACCESS TO AND USE OF MYCHART IS AT YOUR SOLE RISK. The Medical Provider DOES NOT WARRANT THAT YOUR USE OF MYCHART WILL BE UNINTERRUPTED OR ERROR FREE, NOR DO WE MAKE ANY WARRANTY AS TO ANY RESULTS THAT MAY BE OBTAINED BY USE OF MYCHART, NOR DOES Medical Provider PROVIDE ANY WARRANTY RELATED TO THE TIMELINESS, SEQUENCE, ACCURACY, ADEQUACY OR COMPLETENESS OF ANY DOCUMENTS, MATERIALS OR INFORMATION PROVIDED THROUGH MYCHART. TO THE FULLEST EXTENT PERMISSIBLE BY APPLICABLE LAW, the Medical Provider DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING, WITHOUT LIMITATION, ANY IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, IN RELATION TO MYCHART. YOU UNDERSTAND AND ACKNOWLEDGE THAT YOU ARE SOLELY RESPONSIBLE FOR ENSURING YOUR COMPLIANCE WITH ANY AND ALL APPLICABLE LAWS.

Limitation of Liability

UNDER NO CIRCUMSTANCES SHALL the Medical Provider BE LIABLE TO YOU OR ANY OTHER PERSON FOR ANY INDIRECT, INCIDENTAL, CONSEQUENTIAL, SPECIAL OR PUNITIVE DAMAGES FOR ANY MATTER ARISING FROM OR RELATING TO THIS AGREEMENT, MYCHART OR THE INTERNET GENERALLY, INCLUDING, WITHOUT LIMITATION, YOUR USE OR INABILITY TO USE MYCHART, ANY CHANGES TO OR INACCESSIBILITY OF MYCHART, DELAY, FAILURE, UNAUTHORIZED ACCESS TO OR ALTERATION OF ANY TRANSMISSION OR DATA, ANY MATERIAL OR DATA SENT OR RECEIVED OR NOT SENT OR RECEIVED, ANY TRANSACTION OR AGREEMENT ENTERED INTO THROUGH MYCHART, OR ANY DATA OR MATERIAL FROM A THIRD PERSON ACCESSED ON OR THROUGH MYCHART, WHETHER SUCH LIABILITY IS ASSERTED ON THE BASIS OF CONTRACT, TORT OR OTHERWISE. IN NO EVENT SHALL the Medical Provider's TOTAL LIABILITY FOR DIRECT DAMAGES EXCEED THE TOTAL PURCHASE PRICE AND/OR FEES PAID, IF ANY, BY YOU TO the Medical Provider HEREUNDER. SOME STATES PROHIBIT THE EXCLUSION OR LIMITATION OF INCIDENTAL OR CONSEQUENTIAL DAMAGES; THUS THIS LIMITATION OF LIABILITY MAY NOT APPLY TO YOU. IF YOU ARE DISSATISFIED WITH MYCHART, YOUR SOLE AND EXCLUSIVE REMEDY SHALL BE FOR YOU TO DISCONTINUE USE OF MYCHART AND TERMINATE THIS AGREEMENT.

General

By using the MyChart website, you agree that the laws of the State of Kansas, without regard to principles of conflict of laws, will govern these Terms and Conditions of Use and any dispute that might arise between you and the Medical Provider, its doctors, nurses, staff or other affiliates. You expressly agree that exclusive jurisdiction for any dispute with the Medical Provider, its affiliates, employees, subsidiaries, contractors, officers and directors, resides in the courts of Wyandotte County, Kansas, and you further agree and expressly consent to the exercise of personal jurisdiction in the courts of Wyandotte County, Kansas, in connection with any claim involving the Medical Provider, its affiliates, employees, subsidiaries or MyChart.

Contractors', officers' and directors' use of the MyChart website (mychart.kansashealthsystem.com) is unauthorized in any jurisdiction that does not give effect to the terms and conditions set forth herein. MyChart is a registered trademark of Epic Systems Corporation.