How to Get Medical Records

Your medical records are held by various healthcare entities:

Types of Record Holders:

• Hospitals and health systems

• Physician offices and clinics

• Laboratories and imaging centers

• Pharmacies (prescription history)

• Insurance companies (claims records)

• Mental health providers

Information You'll Need:

• Full legal name (and any previous names)

• Date of birth

• Social Security Number (sometimes required)

• Dates of treatment

• Specific records needed

If you've seen multiple providers, you may need to submit separate requests to each.

The Health Insurance Portability and Accountability Act (HIPAA) guarantees your access rights:

Your Rights:

• Access to your complete medical record

• Receive copies within 30 days of request

• Request records in electronic format

• Authorize release to third parties

• Deny access to specific individuals

What Providers Can Charge:

• Reasonable cost-based fees only

• Labor costs for copying

• Supplies (paper, USB drives)

• Postage if mailed

• Cannot charge for searching or retrieving

State laws may provide additional protections and lower fee caps.

Medical record requests require HIPAA-compliant authorization:

Required Elements:

• Patient name and identifying information

• Description of records requested

• Name of person/entity to receive records

• Purpose of disclosure (optional but helpful)

• Expiration date of authorization

• Patient signature and date

Optional Specifications:

• Date range of records

• Specific types (lab results, imaging, notes)

• Format preference (paper, CD, portal access)

For Deceased Patients:

• Personal representative must sign

• Death certificate may be required

• Proof of executor/administrator status

Submit through the provider's Health Information Management (HIM) department:

Submission Methods:

• Patient portal (fastest for many systems)

• In person at medical records department

• Mail or fax (use certified mail for tracking)

• Email (if secure method available)

Include With Your Request:

• Completed authorization form

• Copy of valid photo ID

• Proof of relationship (if requesting for another)

Large Health Systems:

• Many use centralized release of information services

• Third-party vendors (Ciox, MRO) process requests

• Online request portals available 24/7

Medical record fees vary by state and provider:

Typical Fee Ranges:

• Per page: $0.25-$1.00 (first 25-50 pages)

• Additional pages: $0.10-$0.25 each

• Flat fees: $10-$50 for electronic copies

• X-rays/imaging: $5-$25 per study

State Fee Caps (Examples):

• California: $0.25/page, $10 flat for electronic

• Texas: $25 first 20 pages + $0.50/additional

• New York: $0.75/page, max $30 search fee

• Florida: $1.00/page first 25, $0.25 after

Fee Waivers:

• Social Security disability applications

• Some patient portal downloads are free

• Financial hardship (ask provider)

Processing times and delivery options:

Standard Turnaround:

• HIPAA requires response within 30 days

• One 30-day extension permitted with notice

• Many providers respond within 7-14 days

• Rush processing may be available for fee

Delivery Options:

• Mail (standard or certified)

• Patient portal download

• CD/DVD for imaging studies

• Secure electronic transmission

• In-person pickup

Review Your Records:

• Check for accuracy and completeness

• Request amendments if errors found

• File complaint if access denied improperly