Alyssa Lane
Medical records are important for many reasons, including giving patients better control over their medical decisions and care. In the United States, the Health Insurance Portability and Accounting Act (HIPAA) of 1996 grants patients the right to obtain most of their medical records, whether electronic or physical. Patients can request their medical records by contacting their healthcare provider via phone, email, or in-person, or by reaching out to their health insurance company. While providers may charge for the reasonable costs of copying and mailing records, they cannot deny access to records because of unpaid bills. Obtaining medical records can be challenging, especially for older records or when a provider's office is closed, but it is a patient's right to access their health information.
| Characteristics | Values |
|---|---|
| Who can request medical records? | The patient, the parent or guardian of the patient, or a caregiver/advocate with written permission from the patient. |
| How to request medical records? | By phone or in person, via the provider's patient portal, or by mail, fax, or email. |
| What information is needed? | Full name, date of birth, patient identification number (PIN), medical record number (MRN), name of the provider, location of care, and date(s) of care. |
| What is included in the medical record? | Chief complaint(s), findings from consultations and referrals, diagnosis, treatment plan and regimen (including medications prescribed), progress of treatment, prognosis, reports of diagnostic procedures and tests, discharge summaries, and objective findings from the most recent examination (e.g. blood pressure, weight, lab test results). |
| Are there any fees? | Providers may charge for the reasonable costs of copying and mailing the records but cannot charge a fee for searching for or retrieving the records. |
| What if access is denied or privacy is breached? | A complaint can be filed with the Office of Civil Rights (OCR). |
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What You'll Learn
Contact your old insurance company
If you are trying to obtain your medical records from an old insurance company, you will need to contact them. It is within your rights to request and receive a copy of your medical records, and insurance companies are among the third parties that may have access to them. You can contact your old insurance company by phone, email, or post.
Before you make your request, it is important to be aware that insurance companies will often ask for your full medical history. They do this to try and find previous injuries or accidents that could reduce the amount of compensation they have to pay out. You do not have to give them access to all of your records, and you can redact information that is irrelevant to your current claim. It is a good idea to have a lawyer review your records before sending them to ensure you are not giving out more information than is necessary.
If you are struggling to get in touch with your old insurance company, try contacting your state or local medical society. These organizations require annual registration and are likely to have the latest contact information. You can also try contacting any hospitals where your healthcare provider worked as they will have details on file.
It is also worth noting that, while you are entitled to see and receive copies of your medical records, you may have to pay a fee to cover the costs of copying and mailing the documents.
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Contact your state or local medical society
If you are having trouble obtaining your medical records from your old insurance, you may need to contact your state or local medical society. These organizations often require annual registration and are likely to have the latest contact information for healthcare providers. This can be especially useful if a provider's office has closed without leaving any forwarding details.
To obtain your medical records, you can also speak with your health insurance company. If your healthcare provider is still an approved provider, your insurer will have their contact details. Your health insurers, both past and present, can also provide you with details of any claims made on your behalf.
It is important to note that, according to the Health Insurance Portability and Accounting Act (HIPAA) of 1996, you have the right to obtain copies of most of your medical records, whether they are electronic or on paper. While HIPAA regulations are designed to protect your privacy, they can sometimes make it difficult to obtain your records, even if you are entitled to them. Under HIPAA, you have the right to request medical records if you are the patient or the parent or guardian of the patient. You can also request records if you are a caregiver or advocate who has obtained written permission from the patient.
In addition to contacting your state or local medical society and your health insurance company, you may also try reaching out to any hospitals where your healthcare provider has worked. Healthcare providers typically undergo a formal process to obtain hospital privileges, and human resource departments usually have details on file. If all else fails, you may need to reconstruct your file by contacting labs, hospitals, or specialists you have used.
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Contact hospitals or specialists you used
If you are seeking a specific hospital or specialist record, it is best to request them from the facility rather than your primary care provider. The records are more likely to be complete and are usually kept longer than in private practice.
You can contact the hospital or specialist directly by phone or in person to ask how to get your health record. Ask for the health information services department or the administrative staff in charge of releasing health records. If you are an active-duty service member, a veteran, or a Medicare beneficiary, you can access and download your health information through your government health plan or provider's online patient portal.
If you are requesting medical records from a hospital or specialist, you may have to fill out a form, send an email, or mail or fax a letter to the facility. The form is often called a health or medical record release form, or request for access. The facility should guide you on how to complete this process. If you have any questions about how to request a patient's records, you can call the hospital or specialist directly.
If you are requesting older records, they may be on paper in storage, which may take some time to find and copy. After you send in your request, it is a good idea to check with the hospital or specialist to ensure they received your request. Sometimes record requests get lost. If you requested a specific delivery date and your record hasn't come, or it's been more than 30 days, call again. If you feel your concerns are not being addressed, you can contact the Department of Health and Human Services for information on how to report the facility and file a complaint.
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Request your records online
Requesting your medical records online is a convenient way to access your health information. Many medical practices now offer online patient portals that allow patients to access their medical records on demand. These websites are secure and often provide additional features such as appointment scheduling and secure messaging with your healthcare provider.
To request your records online, you will typically need to register for an account on your healthcare provider's patient portal. This may involve providing personal information, such as your name, date of birth, and other identifying details, to verify your identity and ensure the security of your medical records. Once you have registered, you will be able to log in to the patient portal and access your medical records electronically.
If your healthcare provider does not have an online patient portal, you may still be able to request your records online through email or web forms. Most providers will have specific instructions on their websites outlining the steps to request medical records. Some may provide online forms that you can fill out and submit electronically, while others may require you to send an email to their designated records department. Be sure to include all the necessary information in your request, such as your full name, date of birth, patient ID or policy number, and the dates of service for the records you are requesting.
It is important to note that, under federal law, you have the right to access and obtain copies of your medical records, regardless of whether you have outstanding payments with your provider. This right is protected by the Health Insurance Portability and Accountability Act (HIPAA) of 1996. However, healthcare providers may charge a reasonable fee for the costs of copying and mailing the records. Additionally, you may be entitled to receive one free copy of your records, depending on the state and local regulations.
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Ask for a specific delivery date
If you are seeking to obtain your medical records from an old insurance company, you may be able to do so by requesting them through your provider's patient portal. You may have to fill out a form, send an email, or mail or fax a letter to your provider. Many medical practices today maintain an online patient portal so that patients can access their medical records on demand. These websites are secure and allow you to make appointments or message your provider directly.
If your provider does not have an online portal, you would need to request the records by phone or email. Most providers will have forms that you can fill out. If the office doesn't have a form, you can make a written request, providing your full name, date of birth, patient identification number (PIN), or medical record number (MRN). If you don't know your MRN or PIN, you can ask your provider.
When you request your health record, be sure to ask how much it will cost and if there are any less costly options. You are entitled to one copy of your record free of charge, but providers may charge a fee for the reasonable costs of copying and mailing the records. If you are requesting older records, they may be on paper in storage, so it is helpful to ask for a specific delivery date. If you requested a specific delivery date, you may get your record sooner. If your provider needs more than 30 days, they must give you a reason for the delay and a new delivery date. They can take up to 30 extra days.
If the provider or plan does not agree to your request, you have the right to submit a statement of disagreement that the provider or plan must add to your record. If you are an active-duty service member, a veteran, or a Medicare beneficiary, you can see and download some of your health information by clicking on the Blue Button icon on your government health plan or provider's online patient portal.
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Frequently asked questions
You can obtain your medical records by contacting your old insurance company and requesting them. You may have to fill out a form, send an email, or mail or fax a letter to your insurance company. You can also try contacting your state or local medical society, or any hospitals where your healthcare provider worked.
You will need to provide your full name, date of birth, patient identification number (PIN), or medical record number (MRN). If you are unsure of your PIN or MRN, you can ask your healthcare provider. You may also need to provide the dates of your care, which you can request from your provider if you are unsure.
It may take some time to receive your medical records, especially if they are older and stored on paper. After submitting your request, it is a good idea to check with your provider to ensure they received it. If it has been more than 30 days and you have not received your records, follow up with the provider.
