How To Get A Copy Of Medical Records

If you want to get your health record, it helps to understand how the process works. That way, you'll know what to do if you hit a roadblock.

This guide won't provide you with your health record but instead will teach you how to request it from your health care provider.

How do I get started?

The first step is to check your health care provider's online patient portal. A patient portal is a secure website where patients can often do things like make appointments, contact their provider, and look at lab results. Some of your health information, like a list of the immunizations you've had, may also be available through the patient portal.

Have you tried your provider's online patient portal?

About 8 in 10 individuals who used their online patient portal found it helpful and easy to understand.

Source: ONC Data Brief 40 [PDF - 1.7 MB]

If the health information you need is not available through the patient portal, try other ways to contact your provider:

Check their website: Information about how to get your health record may be found under the Contact Us section of a provider's website. It may direct you to an online portal, a phone number, an email address, or a form.
Phone or visit: You can also call or visit your provider and ask them how to get your health record. Ask for the health information services department or the administrative staff in charge of releasing health records.

Calling all active-duty service members, veterans, and people with Medicare coverage!

You can see and download some of your health information just by clicking on the Blue Button icon on your provider's online patient portal. Look for the Blue Button icon on:

TRICARE Online
MyHealtheVet
MyMedicare.gov

Frequently Asked Question

I care for my child, a family member, or another adult — can I access their health record?

Yes, and the process is basically the same as getting your own record. If you have a medical power of attorney — legal paperwork allowing you to make medical decisions for the person — you have the right to access their record. Under HIPAA, a person who can legally make medical decisions for someone else is called a personal representative. If you're not a personal representative, the person you care for can ask their health care provider to give you access to their health record. Get more information on personal representatives.

How do I ask for my health record?

How you make your request will depend on your health care provider's processes. You may be able to request your record through your provider's patient portal. You may have to fill out a form — called a health or medical record release form — send an email, or mail or fax a letter.

How to fill out a health or medical record release form

Your provider's medical request release form may be organized differently — there is not a standard form — but these are the questions you're likely to see.

Patient information

Whose health records do you want? Print their full name, date of birth, patient identification number (PIN), or medical record number (MRN). (PINs and MRNs are assigned by providers. If you don't know your number, you can ask your provider.) You can request the health records for only 1 person per form.

Clinic, hospital, care provider

Who has the information you want? This can be the name of any person who has cared for you or the place where you got care. Include the full name, address, phone number, and secure fax or secure email address.

Date of Services

When did you receive this care? This can be 1 day or a range of dates or years. If you're not sure, ask the provider you received care from what dates you need.

Information to be released

What information do you need? This is to guide your provider in pulling the records you need. Often, it will be a set of check boxes. Check all that apply. [For more information, see What am I asking for?]

Receiving party or destination of records

Where do you want to send the information? Enter the complete name of the person, place, or company, along with their address, telephone number, and fax number or secure email (through their patient portal). Note: If you need to send your records to more than 1 person, including yourself, a separate request may be required. Ask your provider what they need.

Purpose of release

Why do you need this information? Often, the form will offer a set of check boxes, like ongoing care or new doctor. You can check all that apply, but according to HIPAA, you don't have to provide this information in order to get your health record. So you can leave this section blank.

Expiration date or duration of consent

How long do you want this permission to share your records to be valid? Not all forms will include this section. However, if you don't specify a date, most permissions will end 6 months to 1 year from the date you filled out the form. Note: According to HIPAA, you don't have to provide this information in order to get your health record, and you can leave this section blank.

Release instructions

How and when do you want to have this information? This tells your provider if you'd like your records by a certain date and what kind of record you want — like paper or a PDF. Although you may ask to get your health records sooner, your provider can take up to 30 days to deliver your health record. [For more information, see What format do I need? and How do I want to get it?]

Signature of Patient or Personal Representative (also called "Patient Representative")

You must sign the form, or your provider will not be able to process your request.

Date

Enter the date for the day you sign the authorization form.

Relationship to Patient

If you're not the patient, how are you related to the patient? If you're getting the records of another adult, this is where you'll tell the provider that you're the other adult's personal representative.

Legal Authority

If you're requesting health records for someone other than your child, you may be required to provide a copy of the legal paperwork giving you the right to access their health information — if their health care provider does not already have it.

Troubleshooting Tip

Bring a form of photo identification

If you deliver your request form or letter in person, you'll be asked to present your ID — like a driver's license.

Frequently Asked Question

Can my health care provider's office refuse to give me my health record because I have an unpaid bill?

No. According to federal law, your provider must give you access to your health record, even if you have an unpaid bill.

Do I have to pay a fee to get my health record?

You may have to pay a fee. However, according to your federal rights, your health care provider may only charge a reasonable fee for:

Making a paper copy or electronic media copy — like a CD or USB (thumb) drive — of your health record
Mailing you a paper or electronic media copy of your health record

When you send in the request for your health record, ask your provider how much it will cost to get your record.

Troubleshooting Tip

Get your doctor's or provider's contact information

In order to get your health record, you'll need the full names, physical addresses, phone numbers, and fax numbers or secure emails (through their patient portal) of all the doctors and providers who are sending and receiving your health record.

How long will I have to wait?

According to federal law, your health care provider can take up to 30 days to deliver your health record. However, 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.

Frequently Asked Question

Why is it taking so long to get my record?

There are a few reasons why getting your record can take some time:

Records can be thousands of pages long, so sorting through them to find the right information can take time.
Your health care provider may have many requests. Some large providers get over 10,000 requests a month.
If you are asking for older records, they may be on paper in storage. It may take some time to find and copy these records.

Troubleshooting Tip

Call your provider and ask, "Did you get it?"

After you send in your record request, it's a good idea to check with your health care provider and make sure they got 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. And if you feel that you're not being taken care of, try calling these departments at your provider's office:

Customer or patient care: They handle patient complaints. Their contact information is often found in the Contact Us section of your provider's website.
Patient privacy and rights: Every provider has a designated HIPAA privacy officer. They make sure your provider is following the rules for protecting the privacy of your health record and responding to your right to access it. Their contact information is often found in the Contact Us or Privacy section of your provider's website.