Obtaining Medical Records

[bebe127]

How do you all go about obtaining medical records? The GP I go to graciously gives me a copy of all test results, but there are several dr.s that I've been to that I don't have records for. Mostly because I've only seen them a few times and in the majority of those visits, the dr.s were idiots and I never saw them again. Can I just call their office and get them to email my records? I've never done this before, but I am going to hopefully go to a new EP soon and want to have all the info I can before going. Also, I would like to know what some of these dr.s have put in my records ie: "This lady is crazy and needs a padded cell" as some of them have suggested that my ailment is due to anxiety and I need a therapist. Is it at all possible to obtain records from dr.s and or hospital visits (I've only had one of these thank the Lord)?

Thanks for any suggestions

[southbel]

It depends on each doctor's policies. As an aside, some doctors will charge for each sheet copied from your record. Due to HIPAA, they will also require you to sign a release. Honestly, some offices make it very, very hard to get your own records.

Now, I go to a system that each doctor is associated with a private hospital here in town. One of the advantages of that is the system uses electronic medical records and I can just go to the hospital's central records office to get all of my records for each of the doctors in their system. However, I still must go in person due to HIPAA.

Do not know if this answer helped at all because truly the answer is that it depends but you can be sure that HIPAA regulations will be a part of your getting access to your records.

[bebe127]

Thanks Southbel,

Wondering just now if I couldn't contact my insurance company and ask them if they know how to go about doing this? Worth a try I guess.

Thanks again

Hope you are well today

[E Soskis]

At the hospital, you will need to go to medical records and sign a release form for the documents you want. You will have to show identification and it will probably cost you per page of record. Some hospitals are able to provide you the record right away and some require you to come back after a certain time to pick them up. Your best bet is to call the medical records department and ask what the policy is for obtaining a copy of a record. My primary physician always provides me with a copy of my lab work for my files - he does not require me to sign anything and simply hands it to me at the beginning of the visit - I don't think that is the usual for most doctors but, I have never had trouble obtaining lab results from my physician office.

[southbel]

Never have tried that but unfortunately it really is a complete pain to get your records, especially if you have seen multiple ones as most of us have! Interested to know if the insurance company helps though.

My best to you!

[Mydoggielovesme2]

Drs in US by law have to give you your med records. You have to personally sign for them due to Hippa though. Some may charge you for the cost of copying. When I told all the different Drs/hosp that I needed records and CDs of films( X-rays-MRI) for Mayo, no one charged, and they had then ready within 2 wks. Good luck with your new EP.

[jpjd59]

The best advice that I can give you is to get records from EVERY doctor that you see. Even if you think you are only going to see the doctor one time. Every doctor has their own system of getting records. Most doctors will give you a copy of your blood tests, etc. at your appointment if you ask them but they usually will not give you their notes that they put in your medical file. You usually have to request those from the clinic/hospital that you saw the doctor at.

Good luck!

Pam

[Tobiano]

I agree - get records from every doctor/clinic/test. It can be very helpful when going to a new doctor and helps to track your journey. I’m in Canada so fall under a different personal health information and privacy act. However, I find it extremely difficult to believe that the regulated health professionals you saw did not create records for your visits. There has to be something! Like others have said, I would put in a written request stating that you are requesting “all health records” from [date of visit] for [specific reason]. Hospitals should have a health data records department that can provide more information on the request process. There is often a release of information form to fill out as well.

Good luck!!

[Kellysavedbygrace]

Ditto. I also request that all records are faxed to me personally in addition to my referring docs. and as mentioned above I ask for copies of everything reported to me in the office before I leave. I have a 3" binder for all my records to date, am about to start the next binder. But this is key to being your own advocate.

Also, I will not leave the hospital without seeing lab results myself. (after 2 experiences where abnormal results were not presented to me.). My local hospital won't give them to me, I have to get them signed out through medical records- but you should be allowed to view your results. I'd be firm and confident when asking. If questioned, state that it is your right under HIPAA to access your medical file.

[Christy_D]

I get the records from all of my son's doctors/visits/tests. Frequently they email me a form to authorize it and I email it back along with a copy of my drivers license. Then they mail me the records. So far no one has charged me. I have the MRI's he has had done on CD as well. I keep all of these in a three ring binder, labeled in sections by doctor.

Christy

[DoozlyGirl]

bebe,

You really don't want to go through your insurance company to get your medical records. :]

In the US, release of medical records requires a signature (HIPAA) if the records are to leave the healthcare system. You can request a medical release form while at the doctor's office, fill it out and put on that date and when the records and blood or testing comes back, they will send you the records or you can pick them up and you will most likely require to show an ID. Or you can fax back the signed form later. Some healthcare systems may even have the form on a website or can fax it to you. I keep copies of medical release forms for each healthcare system in a folder.

I am personally not comforatable having my records faxed, as there is NO real security with faxing, as the person sending them could easily fax them to the wrong fax number, with your name, DOB and SSN on them. You wouldn't believe how often that happens. In my old job, I got medical records by mistake on my fax machine several times a month. I keep my own records and when a new doc out of the healthcare system wants my records, I bring them my records and have them make copies from mine. I don't trust that others are going to correctly determine which records are important to provide. I learned the hard way when I was referred to Mayo and my referral was rejected. I later learned that they only saw 28 pages of my medical records. And no one could tell me which 28 pages were sent.

I'm not sure if this works in other parts of the country, but this has always worked for me. When requesting medical records in bulk, you will likely be charged per page. Most health systems will release medical records for "continuing/ongoing medical care" [one of the choices on the form] and not charge the patient as long as under their threshold to charge. My former employer used 10 double sided pages/5 pieces of paper as their charging cut-off. If only a few pages are requested, then they send at no charge.

I've gotton into the habit of requesting medical records by date of appointment. So If I see two docs in the same day, I will fill out one form for each doc and most assuredly those individual records will be processed separately and be under the threshold for charging me. If I filled out one form for both docs for multiple office visits, it would cost me money.

You can request a copy of any medical imaging procedures on CD and the report as well.

If you permanently move/change to another health system, I suggest permanently checking out your medical imaging films, as once you are no longer an active patient there, they will destroy your films. Your new healthcare system may scan in those films or want to keep them on file. If not, keep them at home until you need them. Each healthcare system sets up their own retaining policies. Inactive films are usually destroyed within a few to 5 years, while mammograms are kept longer. These days most imaging studies are performed digitally, but you'd be surprised how many still have hard copy films. Digital images are kept longer, as there are minimal storage issues compared with actual folders and films.

I agree it is quite important to get a copy of all your records and review them when you get them. If you find any errors, it is important to get those errors fixed in the medical record, or those errors will follow you. The ordering/dictating doc is required to maintain accurate records, so they should be the one to help you get the information fixed in your records. If they won't/can't help you, then go to the medical records department at the hospital/clinic and ask to speak with the manager/director.

Most healthcare systems have moved to electronic medical records supported by the hospital, but you may need to request records with individual physicians verses going to one place - Medical Records/Informatics Department. It depends how they set it all up. Note that they likely won't release records for other physicians from out of network. So even if Doc A referred you to Doc B and Doc B sent your records to Doc A, you would most likely have to request records from both Doc A and Doc B, as Doc A likely won't release those records.

The content of your medical records belong to you, but the form/media of the records belongs to the healthsystem. So don't let anyone hassle you when trying to get access to your records.

I know I gave you way more information than you asked for, but hope this information is helpful.

Take care,

Lyn

[bebe127]

Thank you to everyone who responded

Looks like I have a job ahead of me. Just wondering though, if I request my records, do they send everything even dr. notes or just tests results? I know with my one EP, he actually gave me a copy of his transcribed notes.

Thanks again!! Once again, I can count on all of you for support, encouragement and answers

Blessings to you all!

[derekliz]

What I have done in the past and it has worked, is have all of your records mailed over to your primary care physician. 9/10 times, the pcp will give you the records that were sent over after they have scanned them into their system. It will be very costly for you of you have to pay per page. Good Luck!

liz

[HopeSprings]

Looks like I have a job ahead of me. Just wondering though, if I request my records, do they send everything even dr. notes or just tests results? I know with my one EP, he actually gave me a copy of his transcribed notes.

I think you need to specific about what you want. I recently went through the grueling process of collecting past medical records to include with my SSDI appeal. Some of these records dated back almost ten years and were in storage, some have since been destroyed - it was a process! Anyway, what I found in collecting these various records is that some offices will only give you what they feel is necessary. It happened to me twice where I requested my entire file, but once I reviewed them found information was missing. In my case (for SSDI) Doctor notes are crucial and this is what they left out! I had to walk back in and say this file incomplete. Well, I gave you everything we have. Um, no - that's not possible... where is the original intake form where I listed my problem, symptoms etc, where are the Doctor's notes? Oh, let me go check... and sure enough, they were in my file, but not provided to me. So be very clear with them and double check what they give you! Like others said, you have a legal right to this information.