Medical Forms and Records

Incoming Students - Immunization Records

Be prepared to provide your required immunization records through a web portal prior to August 1.

Providing Evidence of a Previous COVID-19 Infection or  COVID-19 Vaccination

Please use MedProctor to submit previous positive COVID-19 vaccinations and COVID-19 diagnoses, even if you submitted results via email previously. The MedProctor Portal will be used to verify exemptions to the Miami COVID-19 testing program, and to determine when students are eligible to return to the pool of wide-net and surveillance testing. By uploading your documentation, you are allowing your test result/vaccination record to be shared with the Miami COVID-19 testing and response teams, as needed, in order to exempt you from testing, isolation, and/or quarantine.

There is no charge for this service, though you have the option to purchase a membership, which will provide lifetime access to your personal health data that can be shared with others, as you designate. 

Step One: Register

Incoming students: If you are a new student, register using the link you received to your Miami email account (from MedProctor) to expedite your registration. If you can't find the email, you can visit medproctor.com and register to start a new account. Type in your Miami email address to get started and follow the directions to register for a new account. 

For COVID-19 vaccinations: If you are already registered with MedProctor, visit medproctor.com and sign in using the login information you set up when you started at Miami University. 

Step Two: Download

Incoming students: Fill out any required information. Download the required forms and follow the directions provided. The form requires a physician's signature. Preview the immunization instructions and certification (PDF).

For COVID-19 vaccinations: If you are submitting COVID-19 records, you do not need to download a separate form. Move on to the next step.

Step Three: Upload

Incoming students: Log back into your MedProctor account and upload a copy of your forms. Make sure your forms are complete and legible. You will receive an email confirmation once the forms have been reviewed (may take 3-7 days).

For COVID-19 vaccinations: Upload an image of your COVID-19 vaccine card (front and back). Choose "COVID Vaccine" or "Supporting Documentation" in the dropdown menu. You will receive an email confirmation from MedProctor when your vaccination documentation has been reviewed (may take 3-7 days). 

Questions and Support

If you have difficulty using MedProctor, you may contact MedProctor between 8 a.m. and 5 p.m. Monday through Friday. During these hours you can live chat with their support agents directly from their support site or while you are completing your student workflow. This feature is located at the bottom right of the screen on either MedProctor site.

You may also email help@medproctor.com with your issue and this will create a ticket for their support agents to take care of you.

Confidentiality of SHS Treatment Records

The medical record of treatment received at the Student Health Service (SHS) is considered confidential information and will only be released under specific conditions.

Students may initiate release of their medical information with the SHS staff. The release MUST be in writing; forms are available at the SHS. If students are away from campus, a signed authorization from the student patient is still necessary. Authorizations must include Name, Banner Identification Number, date last attended/or graduated from Miami, where the information should be sent, the student's signature and date. Authorizations dated more than three months prior to receipt will not be accepted. Faxed requests are acceptable at 513-529-1892.

In addition, Student Health Service staff may not discuss the patient’s records with others, including family members, without proper authorization from the student.

Student Health Records are retained in the Medical Records Department for a total of seven years (in addition to current year from date of last entry), after which time the records will be destroyed.