How To Get Medical Records

Patients wondering how to get medical records frequently do not realize that they actually have the legal right to inspect their records and obtain a copy. Of course, there are some legalities to observe, which not only protect the physician providing the records but also establish a paper trail with respect to the identity of those making the requests.

Generally speaking, there are a few steps to consider when investigating how to get medical records.

1. Look up applicable state laws. Even though medical facilities do have the obligation to respond to a patient’s request for records, state laws govern the time frames the clinics have for complying. These laws also govern any fees that physicians and others may charge in connection with copying the files.
2. Put it in writing. Understanding how to get medical records begins with the realization that doctors are very careful to whom they give a patient’s file. Any request must be put in writing and must not only outline the exact items the patient wishes to receive, but also affirm that it is the patient--or an authorized representative--who is making the request.
3. Pay the fees. State law determines how much facilities may charge for copying a record. For example, California stipulates that those contacting a doctor to learn how to get medical records--and then put the request in writing--should expect to pay 25 cents per copied page plus clerical fees. In New York State, the cost is capped at 75 cents per page. If X-rays or other similar media are part of the request, the costs for duplication will be higher. Keep in mind that a clinic does not have to release the copied file until the patient pays the costs associated with duplication.
4. Make a timely request. Clinics do not retain medical records forever. Even though there are no general laws governing the length of time that a physician must hold on to a patient’s records, Medicare and other related entities usually only require retention between three and seven years.

Consider that contacting a clinic to discuss how to get medical records is actually a customer service issue. These files legally belong to the healthcare provider who is mandated to provide copies to the patient upon request. In the course of professional courtesy, physicians will sometimes make these steps unnecessary when the patient wants to transfer the records to another doctor or seeks a second opinion and requests a records transfer.