MyChart Proxy Access: How to Manage Your Parent's Medical Records Without Sharing Passwords

Somewhere between the third password reset and the fifth "what does this test result mean?" phone call, most adult children arrive at the same conclusion: they need access to their parent's medical portal. And most of them solve it the wrong way — by just using their parent's login credentials.

It works. Until it doesn't. Sharing credentials creates security risks, can violate HIPAA policies, and falls apart the moment the password changes or two-factor authentication kicks in. There's a better way, and it's called proxy access.

This guide walks you through setting up MyChart proxy access — the official, legal method that gives you your own login to view your parent's records, book appointments, request prescription refills, and message their care team. No more shoulder-surfing, no more guessing passwords, and no more getting locked out at the worst possible moment.

What Proxy Access Actually Is

Proxy access is a feature built into Epic's MyChart system (and similar features exist in other patient portals) that lets an authorized person — like an adult child — access another patient's medical records through their own separate account.

Think of it like being an authorized user on someone's bank account. You have your own login, your own password, and your own dashboard. You can see their information, but you're not pretending to be them.

The key difference from password sharing:

  • Your own credentials — you log in as yourself, not as your parent
  • Audit trail — the system records that you accessed the records, not the patient
  • Controlled permissions — the healthcare organization decides what you can see and do (some limit proxy access to viewing records but not messaging doctors)
  • Survives password changes — when your parent inevitably resets their password, your access doesn't break

Who Can Get Proxy Access

The rules vary by healthcare organization, but the general framework under HIPAA is:

  • Any adult can authorize another person to access their medical records via proxy
  • The patient must consent (usually by signing a form at the provider's office)
  • The proxy must have their own MyChart account (free to create)
  • Some organizations require the proxy to present valid photo ID when requesting access

For parents with cognitive decline or who are legally incapacitated, the process is different. You'll typically need to provide documentation of healthcare power of attorney or legal guardianship to get proxy access without the patient's active consent. This involves more paperwork, but the access works the same way once granted.

How to Set It Up: Step by Step

The exact process varies by hospital system, but here's the general workflow that applies across most Epic MyChart installations:

Step 1: Check if You Already Have a MyChart Account

If you've ever been a patient at the same healthcare system as your parent, you may already have a MyChart account. Log in and check — you'll add proxy access to this existing account.

If you don't have one, you can usually create a free account at mychart.com or through your parent's hospital's MyChart portal. You don't need to be a patient there — you just need an account.

Step 2: Get the Proxy Access Request Form

This is where it gets organization-specific. Some healthcare systems handle this:

  • Online — through the MyChart portal under "Account Settings" > "Share My Record" or "Proxy Access"
  • In person — at the registration desk or health information management (HIM) office
  • By mail or fax — some systems still require a physical form with wet signatures

The most reliable method is calling your parent's provider's office and asking: "How do I request proxy access to my parent's MyChart account?" The front desk staff deal with this request regularly.

Step 3: Complete the Authorization

Your parent (the patient) will need to authorize the access. This typically involves:

  • Signing a consent form that names you specifically as an authorized proxy
  • Presenting ID — both you and your parent may need to show photo ID
  • Specifying the scope — some systems let the patient choose what the proxy can access (medical records only, or also messaging, scheduling, and prescription management)

Important detail: some hospital systems — notably those using older MyChart configurations — require this to be done in person at a desktop computer at the hospital, not remotely. If your parent's provider requires an in-person visit to set up proxy access, plan for it during an existing appointment to avoid an extra trip.

Step 4: Accept the Invitation

Once the healthcare organization processes the request, you'll receive an email or notification in your MyChart account inviting you to link to your parent's records. Accept it, and their information will appear in your dashboard alongside your own (if applicable).

You'll see a toggle or dropdown that lets you switch between your own records and your parent's — similar to how you might switch between profiles on a streaming service.

What You Can Do With Proxy Access

Once activated, proxy access typically lets you:

  • View test results and clinical notes as they're released
  • See upcoming and past appointments including visit summaries
  • Request prescription refills (though the provider may still verify with the patient)
  • Send messages to the care team on your parent's behalf
  • View and pay bills through the portal
  • Check immunization records and preventive care schedules

What you usually cannot do with proxy access:

  • Access mental health notes — these are often restricted under additional privacy protections
  • View substance abuse treatment records — protected under federal 42 CFR Part 2
  • Override the patient's preferences — if your parent has restricted access to certain records, those restrictions apply to proxies too

Troubleshooting Common Problems

"My parent's hospital says they don't offer proxy access."

This is rare for Epic MyChart systems (it's a standard feature), but it happens with some smaller clinics or non-Epic portals. If the portal itself doesn't support proxy access, ask about alternative options — some providers will designate you as an "authorized contact" in their system, which at least lets you call and get information by phone.

"The invitation never arrived."

Check spam folders. If it's been more than a week, call the HIM (Health Information Management) department directly — not the front desk. HIM handles records access and can verify whether the proxy request was processed.

"I can see records but can't message the doctor."

Some organizations grant read-only proxy access by default. You may need to request an upgrade to full proxy access, which includes messaging privileges. This usually requires another form or phone call.

"My parent has accounts at multiple hospital systems."

You'll need separate proxy access for each system. MyChart accounts at different healthcare organizations don't share proxy settings. If your parent sees specialists at three different hospitals, you're looking at three separate proxy access requests.

Beyond MyChart: Other Portal Systems

While MyChart (Epic) dominates the US market, other portal systems have similar proxy features:

  • Cerner / Oracle Health — look for "Delegate Access" or "Authorized Representative" in the portal settings
  • Healow (by eClinicalWorks) — proxy access is available but often requires the provider to enable it
  • NHS App (UK) — the "Linked Profiles" feature now lets carers manage health services for family members, similar to switching Netflix profiles
  • My Health Record (Australia) — you can become a "Nominated Representative" through the myGov portal, which grants access to your parent's digital health record
  • Manage My Health (New Zealand) — family access varies by practice; contact the GP reception to set it up

The Case for Setting This Up Now

The best time to set up proxy access is before you need it. When your parent is stable, cooperative, and not in the middle of a medical crisis, the paperwork is straightforward and nobody's stressed.

The worst time is after a hospitalization, when you're scrambling to access test results, coordinate with multiple specialists, and figure out their medication list — all while your parent is too sick or confused to sign forms.

Proxy access is one piece of a larger system for managing your parent's healthcare remotely. The Telehealth Parent Guide walks you through the full setup — from device configuration and audio troubleshooting to the pre-visit checklist that keeps appointments running smoothly. If proxy access is the foundation, the guide is the complete blueprint.