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Patients, parents, guardians, beneficiaries, and personal representatives can request copies of medical records. Insurance companies and healthcare providers may also access records with permission. A form or letter can be used to request records, and a fee is usually required. Records can take several weeks to obtain, and it’s recommended to periodically request copies for emergencies.
A medical record request form is a form that is filed to obtain copies of medical records. Patients are entitled to copies of their medical records, as are patients’ parents or guardians, beneficiaries and personal representatives. Some other people may have access to medical records with permission, such as insurance companies or other health care providers, in which case the patient usually has to sign a release stating that the records may be shared.
Many hospitals and doctor’s offices have a specific medical record request form that patients can fill out to obtain a copy of their record. Although the use of the form is not necessarily required, it can facilitate the process of obtaining the medical record. You can also send a formal written letter to make a request, and general medical record request forms are also available online for people who want more guidance.
Whether using a medical records request form or writing a letter, the patient must provide name, contact information, proof of identity, and specific information about the requested records. Patients are usually required to pay a small fee when requesting medical records. The fee compensates the office staff for collecting the record, copying it, verifying that all information is present, and mailing or faxing it to the recipient.
When completing a medical records request form, patients can indicate that they want specific records, such as records related to a particular hospitalization, or they can request a complete copy of their medical records. This copy should include any notes made by the doctor, test results, entries in the patient record, and so on. It will not include records held by other physicians, unless the patient requests complete records from a hospital or similar entity, in which case all patient-related records will be provided.
After a patient submits a medical records request form, it can take several weeks for records to be collected and provided. If there is a rush, patients should make a note of it and may be asked to pay a rush fee to get copies of their records quickly. It is a good idea to periodically request copies of medical records to verify their contents are correct and to have them on hand so that in an emergency they are readily available and there will be no need to scramble for the records.
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