Frequently Asked Questions

No, you are not guaranteed free access to your medical records. Pursuant to the Health & Safety Code, a physician can charge a clerical fee for making copies of your medical records. For copying diagnostic films like an MRI, x-ray, or CT scan, you can also be charged the cost of copying the films. Beyond clerical fees and costs associated with copying medical records or diagnostic films, you cannot be charged to obtain copies of your medical records.

HIPAA gives patients the legal rights to a copy of their medical records. However, if you request records as the Privacy Rule permits, you might have to pay for those copies. According to HIPAA, the provider may charge a reasonable, cost-based fee for copying the records, which includes labor and supplies. They can also charge for postage if you request the records to be mailed to you.

A doctor typically cannot refuse to release your medical records. Under HIPAA, a patient is entitled to access the entirety of their medical records. This includes everything from test results to physician notes.

However, there are some instances where a doctor may refuse to release medical records. This includes mental health or other records that they believe may be harmful to the patient. Other records, like HIV tests, may be regulated to state-specific or federal laws regarding disclosure, which can also limit a physician’s ability to release them.

No, not just anyone can request a copy of your medical records. The only people that can order a copy of your medical records are you the patient, anyone that you granted power of attorney to, your legal guardian, or a representative of the estate for deceased patients. In order to access the records, you will need to have a signed Authorization Form.

No, you cannot get your original medical records. These records are the property of the physician’s office that created them. However, you are guaranteed access to copies of your medical records via a photocopy of the record.

Depending on the state you live in, you can request a birth certificate online. Your birth certificate is held by the department of health or department of records in the state where you were born. Some states allow you to request a copy of your birth certificate online, while others require that you request them by mail, phone or in person.

Yes, your attorney can get your medical records, but only if you’ve signed a HIPAA authorization form allowing them to do so.

Yes, your doctor can charge you for copies of your medical records. However, they are only able to charge a reasonable, cost-based fee for making copies of the records. This includes the labor required to copy the records and any supplies, like paper and ink.

In most instances, doctors do not charge a fee to transfer your records to another physician. However, there is no law specifying that this service must be provided free of charge, so they technically can charge a copy or transfer fee.

No. A doctor typically cannot withhold your medical records because under HIPAA a patient is entitled to access to their medical records. The only instance when a doctor can refuse to release medical records is if they believe they might be harmful to the patient. This includes physician notes regarding mental health or other records like HIV tests that can be regulated by state-specific or federal laws.

Typically, medical records cannot be faxed to you by providers. This is due to HIPAA confidentiality issues. At Order Medical Records, we can deliver your records in many other convenient ways, including online download, CD delivery, and paper delivery.

Yes, you have the right to see your medical records. In fact, under HIPAA, The Privacy Rule, states that you actually have the right to view and receive a copy of your medical and billing records that are held by health care providers and health plans. One of the few exceptions to this rule is psychotherapy notes, as these are kept separate from a patient’s medical records.

If you are looking to create a family medical history, the first step is to talk to your family members. This includes parents, grandparents, siblings, aunts and uncles, cousins, and children. Get pertinent medical information from each of these individuals, but remember that not everyone remembers everything. That is why it is a good idea to request medical records to create an accurate family medical history. So no, you do not need to obtain medical records to do this, but if you want the most accurate information possible, it is a good idea to get medical records when creating a family medical history.

No, they do not. Diagnostic films like x-rays belong to the facility that created them. However, under HIPAA regulations, you have a right to obtain copies of these films. In order to do so, you must submit a written request with a signed Authorization Form.

Your medical records do not belong to you. They belong to the medical provider or facility that prepared them. This includes everything from the diagnostic imaging and treatment plans, to physical and electronic copies of your medical history. However, under HIPAA and Health and Safety Code sections 123100 – 123149.5., you are guaranteed access to copies of your medical records.

No, x-ray films and other diagnostic films belong to the facility where they were created. However, under HIPAA you do have a right to obtain copies of your films as long as you make a written request that they are provided to you.

Doctors are busy and, understandably, there might be the occasional mistake made in your medical records. However, you should correct them right away. If you notice an error with your medical records, the first step is to contact the medical facility and ask if they have a form that needs to be filled out to amend your medical records. If they do, ask them to send you the form, then fill it out clearly and concisely, and send it back in. If the correction is complicated, you may need to write a detailed description or send an accompanying letter specifying what the mistake is and why it needs to be changed. Be sure to photocopy anything that you will be submitting before mailing it in and keep it for your records.

Once you send the request in, the facility must act within 60 days. They can request a 30 day extension if they provide a reason in writing. Within the 60—or 90 day timeframe if an extension is requested—your provider is required to inform you whether your request has been accepted or denied.

Keep in mind that your provider is not required to make the change that you requested. There are several reasons why the request can be denied.

Creating a family medical history is a great idea. In order to do this, there are several steps to take. To start, you should speak with immediate family members include parents, grandparents, aunts and uncles, cousins, siblings, and children. You should ask for specific information including their age, if they have any chronic health conditions or serious illnesses. Follow up by asking if they know about any birth defects, developmental problems, or illnesses that they or other family members have. You should also ask about the causes of death for their family members. The next step is to fill in the information gaps by checking public records or newspapers. Continue updating the family medical history and be sure to share it with your doctor so they can make informed decisions regarding your health.

Under the Health Insurance Portability and Accountability Act (HIPAA) and various state laws, patients are guaranteed access to copies of their health information and medical records. To obtain copies of your medical records, you will need to call the doctor’s office, medical clinic, hospital or medical facility where you received treatment. Inform them that you are requesting copies of your medical records. In order to have the medical records released, you will also have to sign a release of information authorization form. Once the form has been submitted, the facility will release the records to you.

If you don’t want to deal with the medical facility where your records are housed directly, there are other options. For example, you can submit a release of information form and medical record request to OrderMedicalRecords.com and their network of document retrieval specialists can do all of the work for you.

There is no main repository for medical records. That means that finding medical records when your doctor moves away or retires can be difficult. In cases when your doctor moves away or retires, the doctor might have another physician “buy out” their practice. When this happens, if you are an “active” patient you will typically be notified by mail of the change and told where you can obtain copies of your medical records.

If your doctor didn’t have someone buy out the practice when they retired, you may have a harder time locating the records. Your best course of action here is to contact the Medical Board’s Consumer Information Unit to obtain the physician’s address of record associated with his license. Writing to that address might get you on the right track, but there is still a chance that you might not get ahold of them.

If you are struggling to obtain copies of your medical records and would like some help, contact Order Medical Records today for fast and affordable medical record retention!

Order Medical Records has the solution for you. HIPAA law states that every person is entitled to request and receive copies of their medical records. To obtain a copy of your medical records you first need to place an order for records. You can do this by simply logging onto our site, clicking the Order Now button in the top right corner, and filling out the required information. If you prefer not to order online, you can call us at 714 559-3071 and place your order over the phone. In addition to filling out an order request, you will need to fill out and sign an authorization that allows for the release of your records. Authorizations can be completed online or filled out manually and faxed to a representative at OrderMedicalRecords.Com.

Once we receive your order request and signed authorization we contact the appropriate locations to retrieve your medical records. In this process, we consistently contact and work closely with the doctors and facilities who have your records so that we are able to provide you with frequent updates and obtain your records in a timely manner. We do whatever it takes to get your records from the facility including sending out Certified Field Agents to physically retrieve the medical records if necessary. After we receive copies of your medical records, they undergo two rounds of Quality Control to ensure they are completely accurate. Once the records have been checked for accuracy we put them in the format that you prefer in order to make them more useful for you. Medical records can be delivered to you as paper charts, online digital copies, or CDs. When the medical records are ready, we deliver them to you via a secure online download link or overnight mail, whichever method you prefer. Medical records can be delivered directly to you or to any party that you authorize.

For more information check out our How It Works page here: https://www.ordermedicalrecords.com/how-it-works/

Medical record retrieval with Datafied is simple. You simply submit your order using our secure online form and then we do all the work! We will request your records by submitting correspondence and the signed authorization that you provided to your doctor. In 3 to 4 days (unless a rush order is specified) we will follow up with your doctor’s office to ensure that the records are ready for us. Once we obtain approval from your physician, we dispatch a certified field agent who will scan the records that have been requested. After that, our Quality Control team will review the records for accuracy. Then, you will receive your records in a safe and secure manner for review according to the delivery method that you specified.

When it comes to personal injury cases, insurance companies typically request 10 years of medical history. However, in some states, doctors and medical facilities are only required to keep records for a minimum of 7 years, so they may not be able to request records back that far.

Most medical offices provide medical records in a timely manner when they are requested. However, legally they have 15 days to respond to any written request for medical records. When requesting copies of your medical records, be sure to submit your request in writing and keep a copy on hand so you can prove that the request was submitted.

Order Medical Records offers fair and affordable pricing to obtain copies of your medical records. Our pricing correlates to the size of your records and includes the costs incurred by your physician’s office, the copying costs, and any shipping fees.

Based on delivery type, our costs are as follows:

Online Download Only – $34.99

CD Delivery and Online Download – $49.99

Paper Delivery and Online Download – $54.99

Rush Fee (if requested) – $20.00

Overnight Mail (if requested) – $25.00

Certified On-site Field Agent (if requested or required) – $20.00*

*Covers most major metropolitan areas.

Yes, it is safe to order medical records online, especially with a secure company like Order Medical Records. Companies that allow you to request medical records online require you to sign an Authorization Form to obtain copies of your medical records and have document retrieval specialists that are HIPAA trained. In addition, medical records are delivered securely so you don’t need to worry about them falling into the wrong hands.

There are several different delivery formats allowed under HIPAA for medical records. These include a dedicated server transfer, flash drive, CD-ROM/DVD, external hard drive, or a via printed mail.

While you are guaranteed access to copies of your medical records, they don’t necessarily have to come free. A physician or medical facility is allowed to charge you reasonable fees. This includes the fees to copy the records, like the paper, ink, and staples that go into making the copies, as well as the labor required to copy the medical records. In addition, you can also be charged for postage and for summaries of your medical records.

A physician must provide copies of your medical records to you within 15 days of your written request. If they do not respond to your request for medical records, the Medical Board may take action against them. This action can range from prodding the doctor to prove the records to you, a citation, or even disciplinary action against the physician’s medical license.

Only you or your personal representative have the right to order your medical records online. A personal representative can include several people:

• A person who can make health care decisions for you using a health care power of attorney
• The parent or legal guardian of a child
• The executor or administrator of a deceased individuals estate
• Your attorney with a signed HIPAA authorization form

Not just anyone can order copies of your medical records. The only people that can order a copy of your medical records are you (the patient), your legal guardian, anyone that you granted power of attorney to, and a representative of the estate of deceased patients. In order to request copies of your medical records, you will need to sign an Authorization Form.

There are only a few people that can request copies of your medical records. This includes you the patient, someone you grant power of attorney to, a parent if the patient is under 18 years of age, and the representative of the estate for deceased patients.

There are several reasons why you might need copies of your medical records. Some of these situations include:

• Moving out of town and getting a new physician
• Seeking care from a specialist
• Suing for a personal injury
• Proof of immunizations for school
• Traveling out of the country with a medical condition

If you need medical records for any reason, OrderMedicalRecords.com can help!

Once we receive your records, we will send you a link and a password and you will be able to view your records. If you want to check the status of your order, you can click the “check status” button in the top right corner of the website.

The original medical record is the property of the physician, not the patient. As a patient, you are entitled to the information within your record, via a photocopy of your medical record, at your expense for a fee structure set by the state of California.

For more information, you can read about Retention of Health Information (PDF)

Most physicians receive too many requests for medical records. In order to provide the best patient care and a timely response to medical records requests they have partnered with Order Medical Records to provide this service.

Order Medical Records has a fee schedule that correlates to the size of your medical record. This fee includes the administrative and medical review costs incurred by your doctor’s office, the copying costs based on chart size and shipping fee.

**Covers most major metropolitan areas.
***Multiple requests receive 10% discount per order.

Please note these fees apply to charts up to 200 pages. Additional fees will apply to charts larger than 200 pages. Some physicians/facilities require a payment to release medical records; Order Medical Records will pass this cost on to you in addition to our service fee. (Order Medical Records will contact you if the doctor/physician fee exceeds $30)

Yes. Depending on the circumstances, we are always trying to engage in constructive business opportunities.

Since we do not know the final cost of records until we copy the chart, payment by credit card is the fastest and most efficient option. You can pay by check, however, this will delay the process by 5 – 7 business days.

We encourage our users to download the records online to ensure confidentiality and if needed we can ship paper records. To ensure that records are delivered to the correct location, we will need to send this via Federal Express.

You the patient, anyone you have granted the power of attorney to, a parent if you are younger than the age of 18, a parent in minor if the patient is between ages 12 to 17 and receiving psychiatric, alcohol, or drug treatment services, the patient’s legal guardian, and a representative of the estate for deceased patients.

The fee for patients to access copies of their health information will be specific to each provider so please check with your provider.

Yes, but only with your written consent. You must sign a release of information form authorizing a provider to release copies of your records to your spouse.

Generally no – providers cannot fax medical records or any health information due to confidentiality issues.

The specific answer to this will actually vary state by state. Most states require medical records to be kept for the statute of limitations period for adults and the age of majority, plus the statute of limitations period for minors. The time period varies by state, but in general, it’s anywhere from seven to ten years. There are some providers who actually keep that information much longer than the mandatory minimum so please check directly with your hospital or physician’s office.

The hospital where you were born has a record of your birth, but not your birth certificate. You can only obtain a copy of your birth certificate from the department of health or the department of records in the state where you were born.

Your health information can actually be used for treatment, payment, or operations purposes as well as when required by law without your consent.

• The first is treatment. An example is when a patient comes to the emergency department for care. It may have been a patient in the hospital a month ago and the emergency room physician needs your records now to help make better treatment decisions for your current care. You will not be asked to authorize this use or any similar types of uses of your medical record.
• The next is payment. An example would be your surgeon who sends a bill to your insurance company for a hernia repair that they performed on you. The insurance company representative processes the bill and it kicks out on one their company edit screens. In order to pay the bill, the insurance company needs to review your entire medical record.
• Here is another example where you will not be asked to authorize this release of your information or similar uses of your medical records – operations. An example for using your medical records for operations is when the joint commission on accreditation of healthcare organizations is visiting a hospital where you received care last year. Let’s say the representatives are there to inspect the hospital’s operations to determine if they should renew the hospital’s accreditation. The review team requests a random list of 25 records for their review to actually qualify for completeness purposes. You will not be asked to authorize this or similar uses of your medical records.
• Lastly, your record may actually be required by law to be released to certain individuals. The hospital or a physician office receives a subpoena for your medical record. In this case, the hospital must comply by law with this request. So your authorization will not be obtained in this or similar types of situations.

You own your health information. As with anything you own, it’s up to you how or if you take care of your property. Being aware of the value of your property, what you can do with it, and how it can help you may make a difference in whether you choose to exercise the rights you have in your health information. It’s your decision to make. Do it now!