How to Write a Medical Records Request Letter

The good news is the Health Insurance Portability and Accountability Act (HIPAA) gives you access to most medical records. The bad news is you have to request them, making sure all the required information is present. The law does specify what should be included in a medical records request letter.  However, it's challenging to sort through the legalese to find what to include. That's why DoNotPay has included the information in case you want to do it yourself.

What to Include in a Medical Records Request Letter

When asking for medical records, remember that providers are only responsible for their information. For example, a primary care physician may order tests performed at a lab. Based on those results, the physician recommends seeing a specialist. The specialist then orders X-rays that are taken at a local hospital. A third-party radiologist reads the films.

In this scenario, medical records request letter would be sent to:

• Primary Care Physician
• Lab
• Specialist
• Hospital
• Radiologist

As an option, patients may request a summary of their records, but a fee is typically associated with the request.

Patient Identification

Identifying information must include the full name of the patient. If the patient has received treatment under other names, those names must be listed. For example, the following names could all be for the same patient:

1. Edward Morgan
2. Eddie Morgan
3. E.S. Morgan
4. Edward Samuel Morgan

Be sure to list the name and date of treatment together to make it easier to locate the records.

If the person requesting the information is not the patient, proof of legal guardianship is required. If the patient is deceased or incompetent, authorization to represent the patient is required.

Date of Treatment

The request must include the date or dates of service. If the treatment period covers a multi-day period, include the range of dates. If patients are seen by their primary care physician multiple times in a 30-day period, enter the start and end dates of the visits, including any virtual or telemedicine appointments.

Location of Treatment

Where did the service take place? If a specialist, for example, sees patients in multiple locations, provide the name and address of each facility with the dates of service. Healthcare providers need the location to help identify patients.

Type of Treatment

Treatment for such diseases as HIV/AIDS, mental health treatment, and alcohol or substance abuse are withheld unless specifically requested. Some states restrict access to medical records of victims of domestic violence or sexual abuse. Check with the health department in the city or state in which the treatment occurred for details.

Medical Records

Be sure to stipulate that a full and complete copy of the medical records is being requested. If only a portion of the record is needed, identify the precise records such as X-rays or diagnostic notes. When asking for physician records, patients may request itemized billing, prescription or vaccination records, and treatment records and notes. For clinics or hospitals, consider extending the request to include admitting, emergency room, and outpatient records.

Receipt Date

By law, the healthcare provider must provide the requested records within 30 days of request; however, they can extend the period an additional 30 days if they notify the patient in writing.

Some providers have a medical records release form that can be downloaded from their website; however, some forms do not allow for specific requests so writing a letter is the only method to ensure the patient receives the entire medical record.

Will I Be Charged for Medical Records?

HIPAA allows healthcare professionals to charge a fee for medical records based on reasonable costs. Some states set the fee structure for medical records, while others leave it up to the specific healthcare provider. Check with the provider before sending the request to determine the charges. Depending on how far back the records go, the information may be sent in electronic and paper form. Determine the cost beforehand, so payment may be enclosed.

Who Do I Contact for Military/Veteran Medical Records?

If you are in the military or are a veteran, you can reference this table to help get your medical records.

How to Request Medical Records Using DoNotPay:

DoNotPay can request medical records in a no-nonsense letter that ensures receipt of legally-guaranteed health information. Just follow these three easy steps to get the process started.

1. Look up medical records on DoNotPay’s website.

    

2. Enter the name of the health care provider you’d like to receive medical records from.

    

3. Answer a few questions about your provider and where you’d like to send the records.

    

DoNotPay can request medical records from thousands of healthcare providers such as the Cleveland Clinic, Mercy, Baptist, and Kaiser Permanente.  The service can also help with other medical concerns such as advanced healthcare directives or requesting sick leave.

What Else Can DoNotPay Do?

DoNotPay's online service can help with your growing list of things to do.

• What about the parking ticket you got on Tuesday?
• Don't you need to request a birth certificate before you apply for that passport?
• Wouldn't you like a free upgrade at the hotel you're staying in while on vacation?

Just think of all the paperwork and red tape you deal with every day. Wouldn't it be great to let someone else deal with bureaucracy? Visit DoNotPay's website to see how its service can help.