{"id":43791,"date":"2021-10-19T11:00:32","date_gmt":"2021-10-19T15:00:32","guid":{"rendered":"https:\/\/www.singlecare.com\/blog\/?p=43791"},"modified":"2021-10-19T11:00:32","modified_gmt":"2021-10-19T15:00:32","slug":"how-to-get-medical-records","status":"publish","type":"post","link":"https:\/\/www.singlecare.com\/blog\/how-to-get-medical-records\/","title":{"rendered":"How to request copies of your medical records"},"content":{"rendered":"

When you go to a <\/span>new doctor<\/span><\/a>, often the first step is to fill out a set of forms detailing your medical history. That\u2019s because what happened before your appointment is a crucial part of a care and treatment plan. Your medical records can be helpful to keep healthcare providers up to date, and to help you remember important details about your health. Here\u2019s everything you need to know about what your medical records contain, and how to request copies.<\/span><\/p>\n

What\u2019s included in medical records?<\/span><\/h2>\n

Your medical records include your personal history of appointments, procedures, diagnoses, and treatment\u2014along with your medication history, <\/span>family medical history<\/span><\/a>, and any relevant allergies. It also includes notes from visits, lab results, and a discharge summary for hospital stays. That X-ray when you broke your leg as a child? That\u2019s in your medical record. Your updated list of prescriptions from last week? Also in your medical record. It covers \u201call documentation involved in the care of a patient, [both] clinical and demographic,\u201d says <\/span>Donna J. Rugg<\/span><\/a>, practice director of data structure, coding, content, information governance at the <\/span>American Health Information Management Association<\/span><\/a>.\u00a0<\/span><\/p>\n

When would I need copies of my medical records?<\/span><\/h2>\n

It\u2019s always a good idea to have copies of your medical information on hand, \u201cto be aware of your personal health issues and treatment and maintain your own personal health record,\u201d Rugg says. Doctor\u2019s offices are only required to maintain your medical records for a certain amount of time. It varies by state law. Keeping your own copies ensures you won\u2019t lose access to the information.\u00a0<\/span><\/p>\n

There are some situations where you\u2019ll definitely need them. If you\u2019re changing healthcare providers, bring along your health records so the new physician can see your entire medical history or review results of a particular test. If you\u2019re starting at a new school that requires <\/span>immunization records<\/span><\/a>, you\u2019ll need medical records for that. If you\u2019re filing a disability claim or other medical claim with the government, you may need to provide a copy of your medical records. Plus, there are certain situations when you may need them for legal reasons. For example, if you\u2019re including a power of attorney or advanced directive while estate planning. In most instances, medical records are shared directly from your provider to the new provider, school, or lawyer who needs them without requiring you to pass them from person to person.<\/span><\/p>\n

Who has access to my medical records?<\/span><\/h2>\n

In some rare instances, particularly in the field of mental health, portions of your medical record may be withheld from your access if your doctor determines that access to your record would harm you in some way. In most instances, only you or someone else you have approved\u2014called your <\/span>personal representative<\/span><\/a>\u2014can look at your medical records or request them, according to the Health Insurance Portability and Accountability Act (HIPAA), which is part of federal law. If you care for minor children, as their parent or legal guardian, you can access their medical records. If you care for an adult who cannot make their own medical decisions, you must be their healthcare power of attorney or guardian in order to see their medical records. If someone has died, you must be authorized by the court as their executor in order to see their medical records. In other words, all family members don\u2019t automatically have access.<\/span><\/p>\n

Keep in mind, though, that your medical provider or your health plan provider may share your records <\/span>with other insurance companies<\/span><\/a> if they\u2019re trying to approve treatment or attempting to bill you for medical services rendered. Law enforcement can also request access to your medical records in some instances, and public health agencies can request them in cases of a public health emergency.<\/span><\/p>\n

How to get medical records online<\/span><\/h2>\n

How you can view your records varies based on your healthcare organization\u2019s setup. The majority of patient records are electronic and may be viewed online in a patient portal. However, \u201cpatient portals do not typically include the entire records,\u201d Rugg explains. It depends on the capabilities and technology of the office. If your patient information is not accessible online, you can request PDFs or physical copies of the record.<\/span><\/p>\n

How to get medical records<\/span><\/h2>\n

If you can\u2019t easily access your medical records online, or if you need them for a legal reason, you\u2019ll likely have to request the records from your medical provider in writing . Here\u2019s what to do:<\/span><\/p>\n

    \n
  1. Determine why you need or want the records.<\/b> Depending on the situation (for example, if it\u2019s a legal requirement for any litigation), you may need to include specific information in your request. Also, determine which medical office you need records from if you\u2019ve been to more than one.<\/span><\/li>\n
  2. Draft a letter to your medical office that officially requests your records.<\/b> Many medical providers have a records request form you can complete on their website. If not, download the template below to get started. You\u2019ll want to include where you were treated; when you were treated; which records you want exactly; where the records should be sent and how; and a signature. Privacy Rights Clearinghouse, a nonprofit dedicated to privacy protection for individuals, suggests noting in your letter that you\u2019re familiar with HIPAA regulations surrounding medical records requests.\u00a0<\/span><\/li>\n
  3. Send your request and wait.<\/b> Under HIPAA regulations, your provider has 30 days to respond, though there is also a 30-day extension they can use if necessary.<\/span><\/li>\n
  4. Be prepared to pay a small fee.<\/b> HIPAA prohibits medical groups from charging patients for their records (<\/span>Right of Access rules<\/span><\/a> say that patients can always access their personal health information for free), but regulations also allow states to charge nominal amounts for copying the documents, preparing a special report, and mailing out the records. <\/span>Costs vary per state<\/span><\/a>. For example, <\/span>in Illinois<\/span><\/a>, there\u2019s a base handling fee of $20 and a per-page copying fee of $.75 per page, up to 25 pages. Check with your state\u2019s government website to find the fees you may owe.<\/span><\/li>\n
  5. Wait for your records to arrive.<\/b> If they\u2019re being sent to another location (like a lawyer\u2019s office), follow up after the allowed 30 days to see if the records were received.<\/span><\/li>\n<\/ol>\n\t\t
    \n\t\t\t\n\t\t\t\t\"Download\n\t\t\t\tMedical record request letter<\/span>\n\t\t\t<\/a>\n\t\t\t\n\t\t\t\tDownload<\/span>\n\t\t\t<\/a>\n\t\t<\/div>\n\t\n

    Why was my request for medical records denied?<\/span><\/h3>\n

    In only a few instances, you may be denied access to medical records you are legally entitled to see. Psychotherapy or mental health notes, for example, are not part of medical records. HIPAA doesn\u2019t cover them as part of Right of Access regulations, which allow you access to your medical records on request. Your request may be denied if the practitioner feels it may cause harm to the patient.<\/span><\/p>\n

    Other situations that could result in a denial include:<\/span><\/p>\n