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A patient wants a copy of their medical records

Patients have a legal right to their records. You have 30 days to provide them.

  1. 1

    Have the patient complete a records request form

    Give the patient your practice's standard records release form. Verify their identity before handing over any records.

  2. 2

    Note the date of the request

    Your 30-day clock starts today. Write it down. If you cannot fulfill the request within 30 days you can request a 30-day extension but must notify the patient.

  3. 3

    Provide records in the format they request

    If a patient asks for electronic records, provide them electronically if you can. You may charge a reasonable cost-based fee for copies.

  4. 4

    Document the fulfillment

    Keep a record of when the request was made, when it was fulfilled, and what was provided. This is required by HIPAA.

Important

There are very limited exceptions to a patient's right to their records — for example, psychotherapy notes have separate rules. Consult your privacy officer for unusual situations.

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Not legal advice. Follow your organization's policies and consult counsel for legal questions.