Our medical history is ours for a reason. And for some reason – somebody else has all of this information, which we have probably never seen.
But it doesn’t have to be that way. You can get a copy of your medical records, and find out everything you need to.
In this article, we will cover who can request medical records, and how to actually do it.
Keep reading to find out how to get a copy of medical records.
Who Can Request Medical Records?
The HIPAA in possession of medical records has placed extensive regulations to protect your privacy. But these regulations are difficult to enforce, therefore it can be difficult to obtain the records, as most are just not aware on how to provide them without issue.
Nonetheless, you have the right to receive medical records, according to the HIPAA if:
- If you an advocate who has acquired written permission from a patient. In most cases, a health care provider will provide a form for the patient to complete.
- If you are the patient whose records are being requested.
- If you are the guarding/parent of the patient whose records are being recorded.
One would think that only you and your designers can obtain copies of the medical records. But under the law, other organizations and individuals are capable of doing so.
And this is not limited to your physician, but also third-party entities to whom you may have unknowingly granted their right when signing a registration form or patient intake. For instance, insurance companies, hospitals, labs, nursing homes, rehab centers, billing providers – most likely have the right to access your medical records, unless you have prevented them from doing so. An insurance provider may request your medical records to verify that you qualify auto insurance for disabled veterans.
Nowadays, people can request medical information with a mobile app, such as those that monitor diabetes or heart health. Under the regulations of HIPAA, you have the full right to request this information, as long as you understand that your doctor will not be responsible for how the app secures or uses your information.
How to Get a Copy of Medical Records?
So how to get a copy of medical records? Quite simply.
The procedures for requesting your medical records in all of the states come under the law of the Health Insurance Portability and Accountability Act (HIPAA).
To get a copy of your medical records, you should visit your healthcare office and speak to the administrative staff or primary physician. A hospital should be able to provide medical records through their website. For this, you will need online access as a patient with the capacity for receiving test results, medication lists, and all other medical histories.
Under federal law, you can request copies of your entire medical records from all of the healthcare providers who have access to your documentation. This can be done by writing a request or in-person. It can also be done over the phone, as long as the provider feels that you can provide adequate proof of identity.
When requesting medical records in-person, you have to show a valid government photo ID. If you are a designee, you need to bring legal documents that prove you have the right to someone’s documents. If you have any questions about this, it’s best to ask in person.
In most cases, you will fill out the form for record requests. If no such form is pertinent, you can write a request yourself. Include this information:
- Full name in all forms
- Social Security number
- Birthdate
- Phone number
- Address
- Date of service under the care of a doctor
- Records you need
- The delivery format
- Signature
Each healthcare provider only stores the documents regarding the healthcare that have provided to you. If you have a presence in multiple offices or a complex medical history, you will have to contact all of the providers to receive a complete medical history.
Read more on retrieving medical records.
What Do I Do If I Come Across Troubles?
Almost all healthcare providers are aware of the HIPAA federal law. But if you do encounter any issues, refer them to the federal document, which may help.
If you have made a written request but received no response – give them a call. If they confirm the request has been received, but have not done anything. You should refer to the Notice of Privacy Practices, and contact a privacy official.
A healthcare provider has 30 days to gather and provide all of the copies for your medical records. So don’t get angsty to early. If you feel your rights to receive this information have been violated, file a complaint with the U.S Department of Health & Human Services. And make sure to file the complaint in a period of at least less than 180 days of the initial request.
Additional Instructions for Veterans Medical Records
A variety of government agencies hold military veteran records. Each branch has its own policies in regards to the records. It might seem to difficult to request your records, as they are treated differently. But it doesn’t have to be that way.
You need to do these two things to receive complete military medical records:
At the National Personnel Records Center, in the branch of the Official Military Personnel File – your inpatient records have been maintained. NPRC kept the records in bulk, which have been retired each year through the medium of a hospital.
Therefore, the records are filtered by the name of the hospital, in which you were treated. As such, for the request, the NPRC will need the name of the hospital, the month and year of treatment, as well as your name, service number, and social security.
However, health records that cover outpatient, mental health, or dental work have been stored in a different location. All health records, including separation, induction, and routine medical care (lab tests, doctor visits, dental appointments) have been stored at the Department of Veterans Affairs. However, military medical records and hospitalization information will not be found at this location.
If you’ve been discharged after 1979, most likely your documents are located at the VA.
Follow the prior procedures to request your information.
Your Medical Records on Your Terms
Now that you know who can request medical records, how to get a copy of your own, and additional instructions for veterans. You are well on your way to doing what you like with your own information.
And if anybody asks you “How to get a copy of medical records?”. You can reply – simply, followed by a short instruction on how to do it.
With technology taking over the medical industry, you will also find healthcare professionals using EMR to manage the medical records of their patients with ease. This allows provided them with a systematized collection of health information of all their patients in a digital format which can be easily shared across different health care settings. This way in the future, there will be no need for you to get a physical copy of all your medical records.
After all, it really is that simple.
If you’re interested in reading similar articles, check out some of our other blogs.
I’m a 20-something stay-at-home mother and wife. I have an amazing husband, a beautiful daughter, two loving dogs, and a lazy cat. I wouldn’t change my life for anything! I love to read, listen to music, cook and blog!
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