Your medical records are readily available to you. You may need easy access to these documents to find information for some reason or just to have it; you may need to update the records or make corrections. If your primary healthcare provider does not offer electronic copies, you may need to request a physical document. This guide shows you how to go about this.
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There are many reasons why you may need access to your medical records or those of someone else. The most common reasons include;
According to the HIPAA security rules, patients have the right to request copies of most medical records. However, some copies cannot be shared. It can also be challenging to access records that have exceeded the state-required period for keeping records; this can be up to six years, depending on the state.
Records you can obtain include;
Likewise, there are certain records your health provider would deny you access to. These records are often related to mental health. They include;
It is possible to file a complaint if you feel your provider is violating your rights by denying you access to your records. To do this, write to the Office of Civil Rights (OCR) in the Department of Health and Human Services within 180 days, and the department will address your case. If you find the healthcare provider is on the erring side, they will be instructed to attend to you. There is no need to worry about little consequences for this action as providers are prohibited from retaliating by terminating or increasing service costs.
The steps to request your records are similar across healthcare providers, irrespective of your state. Start by contacting your provider to find the proper process; you can do this online or in person. Next, you may be required to fill out a request form; this form would typically require you to submit details like;
It can take around ten to sixty days for your process to be reviewed, so wait a while. Patients are required to pay fixed fees per page of their medical records. They vary according to the healthcare provider; they fall between $0.25 and $2 per page. The costs are typically reduced as the page count increases.
It is also against the HIPAA security rules for healthcare providers to withhold medical records because a patient has not completed payments for a service.
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It is possible for the provider you frequent to shut down or retire before you can get your records. If this is the case, you can still get access to your medical records. The law requires such information to be transferred to another practice or stored in archives with a reputable firm.
If the practice is sold, the new maintenance would be in charge of your records, and you can just request it as quickly as you would have. If this is not the case, and you need to track down your records, you may be in for a bit of a challenge. Some things you can do include;
You may need to access medical records for someone else, and while the process is similar, there are a few things to know before you begin. You would have to fill out a different form and may need signed permission from the patient.
The process is more straightforward if you are the legal guardian or parent of the patient. However, if you are a caregiver, you may need to collect a different form for the patient to fill out. You would need legal proof of the power of attorney to request records for indisposed.
It is advisable to review the copy you receive and make corrections where necessary. These corrections may be omissions or little errors, but they should be handled immediately to avoid future healthcare issues. This is typically easy to fix; simply contact your provider to correct errors and find missing reports and results that should be included in your file.
Take care not to request changes because you have a different opinion; the healthcare provider retains the right to express their medical opinions about a problem. This may include factors they suspect to be contributing to an existing illness. It does not matter whether you would rather some information be exempt from your medical record; altering the records goes against the law. Healthcare providers can face legal action if they indulge in this request.
A better way to fix any corrections you believe the provider should not refuse is to contact OCR and make an official complaint. They would review your request and determine the best course of action.
It is advisable to access your medical records for multiple reasons, like confirmations, corrections, and just to know your medical history. Try to keep a copy on you, preferably an electronic copy that can easily be updated regularly.
