Medical Forms and Records

Incoming Students - Immunization Records

Be prepared to provide your required immunization records through the MedProctor web portal prior to August 1 for the fall semester and January 15 for the spring semester.

Submitting Documentation to MedProctor

Please use MedProctor to submit all general immunizations, including COVID-19, COVID-19 diagnoses, and medical documentation for vaccine exemption purposes. The MedProctor Portal is used to verify students' vaccines, COVID-19 positive test results, and medical exemptions to Miami's vaccine requirement. By uploading your documentation, you are allowing your test result/vaccination record to be shared with Miami University.

MedProctor is free to use for Miami students. You may be prompted to pay a membership, which will provide lifetime access to your personal health data that can be shared with others you designate, but you can bypass this step. Membership is not required.

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. The account is free and you can bypass any charges for a membership.

Current students: 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. If you are brand new to MedProctor, you should register to start a new account with your Miami email address. Again, the account is free and you can bypass any charges for a membership.

Type in your Miami email address to get started and follow the directions to register for a new account. 

Submit Your Records to MedProctor

Step Two: Navigate to Submit Another Document

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 documentation: You may see a screen saying your application has been processed and complete. This refers to the original required immunization documents, not necessarily COVID. For COVID-19 vaccines, you do not need to download a separate form. Navigate to the link "Click here to submit another document."

Step Three: Upload

Log back into your MedProctor account and upload a copy of your general immunization form. Make sure your forms are complete and legible. Then navigate to the link "Click here to submit another document" to upload a JPG or JPEG image of the front and back of your COVID-19 vaccine card. 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 several days). 

For COVID-19 documentation: Upload an image of your COVID-19 vaccine card (front and back). The preferred format is JPG or JPEG. 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 several 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.