Writing a Medical Records Request Letter (with Sample)
Use this sample medical records request letter as a template for your formal notification.
Last updated on March 16th, 2023
Everyone has the right to request access to their own medical history. It is easy to get a copy by writing a letter to a doctor’s office or hospital. There are several reasons why an individual would write a medical records request letter.
Common Reasons For Requesting Medical Records
Common Reasons For Requesting Medical Records
- Making an insurance claim
- Changing healthcare provider
- Moving out of state
- Keeping a personal medical record
- Getting a second opinion
- Filing a medical malpractice lawsuit
Include as Much Information as Possible
To make it easy for the hospital or doctor’s office to find the records, the individual should include as much information as possible such as full name or names if the name changed because of marriage or adoption, date of birth, current address and phone number as well as previous address if that was the address used during the time of treatment. If the individual only wants certain records, they should list the records they want, so they are not charged for records they don’t need.
The most common records requested from a treating physician are:
To make it easy for the hospital or doctor’s office to find the records, the individual should include as much information as possible such as full name or names if the name changed because of marriage or adoption, date of birth, current address and phone number as well as previous address if that was the address used during the time of treatment. If the individual only wants certain records, they should list the records they want, so they are not charged for records they don’t need.
The most common records requested from a treating physician are:
- Bills and receipts
- Prescription records
- X-rays
- Vaccination records
- Results of CAT, DKG, DDG, NMR and fetal monitoring tests
- Diagnostic test result
The records most often requested from a hospital or clinic are:
According to the Health Insurance Portability and Accountability Act (HIPAA) and the Department of Health and Human Service regulations guidelines the doctor or hospital being requested to give medical records may charge a reasonable fee for copying the records. They may also charge for postage if the individual requests the records be sent to a specific address.
The guidelines also allow the healthcare provider to respond to requests for records within 30 days with an additional 30 day extension for a good reason. States may also have laws that require a lower fee or time difference for responding.
- Admission records
- Emergency room records
- Anesthesiologist’s records
- Discharge records
- Outpatient records
- Pathology reports
- Nurse’s notes
- Pre and post-operative reports
- Therapy records
According to the Health Insurance Portability and Accountability Act (HIPAA) and the Department of Health and Human Service regulations guidelines the doctor or hospital being requested to give medical records may charge a reasonable fee for copying the records. They may also charge for postage if the individual requests the records be sent to a specific address.
The guidelines also allow the healthcare provider to respond to requests for records within 30 days with an additional 30 day extension for a good reason. States may also have laws that require a lower fee or time difference for responding.
Medical Release Form
Many doctors and hospitals require that patients fill out a medical release form. The individual should call the office and ask if this is required because it will save time for the person looking for the records, thereby saving time for the individual requesting. The form can be filled out, signed and included in the letter requesting the records.
The records can be sent to the individual’s residence, another doctor’s office or to an insurance company. However, an individual can only request their own medical records. If they want to request a family member’s records, they will need written permission from the family member.
If they would like to request the medical records of a deceased person, they will need the permission of the next of kin. Each hospital may have different regulations for handling next-of-kin applications, so the person should call the hospital to find out their regulations.
Here is a sample medical records request letter. It should be written in formal business style and sent by certified mail. Since there is a time frame for the healthcare provider to answer, it is wise for the individual to have proof of the time the letter was received.
Sample Medical Records Request Letter
Individual’s Name
Individual’s Address
City, State, Zip Code
DATE
Name of Healthcare provider
Name of Hospital or other Facility if applicable
Address of Healthcare provider
City, State, Zip Code
RE: Requesting copies of my medical records. ID number: NUMBER
Dear Name of Healthcare Provider,
I am writing this letter to request copies of any medical records of mine that you have. I have understood that according to the Health Insurance Portability and Accountability Act (HIPAA) and Department of Health and Human Services regulations, I am entitled to have copies of my medical records.
I was treated in your FACILITY from DATE to DATE. I would like copies of all of my blood test results, imaging studies, operative reports, as well as notes from doctors and nurses, consultations with specialists, referrals and any other record in my medical file.
I understand you may charge a reasonable fee for copying the records, as well as for postage to mail the reports to the above address. However, you will not charge for time spent locating the records.
I hope to receive the above records within 30 days as specified under HIPAA or receive a letter stating the reason for any delay. I can be reached at 555-123-4567 or a [email protected] if you have any questions.
Thank you for your time attending to this matter.
Sincerely,
Signature of Individual
Printed name of Individual
List of enclosures if an addressed envelope is enclosed or a medical release form
Individual’s Name
Individual’s Address
City, State, Zip Code
DATE
Name of Healthcare provider
Name of Hospital or other Facility if applicable
Address of Healthcare provider
City, State, Zip Code
RE: Requesting copies of my medical records. ID number: NUMBER
Dear Name of Healthcare Provider,
I am writing this letter to request copies of any medical records of mine that you have. I have understood that according to the Health Insurance Portability and Accountability Act (HIPAA) and Department of Health and Human Services regulations, I am entitled to have copies of my medical records.
I was treated in your FACILITY from DATE to DATE. I would like copies of all of my blood test results, imaging studies, operative reports, as well as notes from doctors and nurses, consultations with specialists, referrals and any other record in my medical file.
I understand you may charge a reasonable fee for copying the records, as well as for postage to mail the reports to the above address. However, you will not charge for time spent locating the records.
I hope to receive the above records within 30 days as specified under HIPAA or receive a letter stating the reason for any delay. I can be reached at 555-123-4567 or a [email protected] if you have any questions.
Thank you for your time attending to this matter.
Sincerely,
Signature of Individual
Printed name of Individual
List of enclosures if an addressed envelope is enclosed or a medical release form
Frequently Asked Questions (FAQs)
Q: What is a medical records request letter?
A: A medical records request letter is a formal request made by a patient or their authorized representative to a healthcare provider or facility for a copy of the patient's medical records.
Q: Why would someone need to write a medical records request letter?
A: There are several reasons why someone might need to write a medical records request letter. Some common reasons include changing healthcare providers, seeking a second opinion, applying for disability benefits, or simply wanting to keep their own personal medical records for their own use.
Q: What information should be included in a medical records request letter?
A: A medical records request letter should include the following information:
Q: How should a medical records request letter be delivered?
A: A medical records request letter can be delivered in several ways. It can be sent by mail, email, or fax. Some healthcare providers may have an online portal where patients can request their medical records as well.
Q: How long does it typically take to receive medical records after making a request?
A: The length of time it takes to receive medical records after making a request can vary depending on the healthcare provider or facility. Some providers may be able to provide records within a few days, while others may take several weeks. It is important to follow up with the provider if records are not received within a reasonable amount of time.
Q: Can healthcare providers charge a fee for providing medical records?
A: Yes, healthcare providers can charge a fee for providing medical records. However, the fee must be reasonable and in compliance with state and federal regulations. Some providers may also waive the fee for patients who are experiencing financial hardship.
Q: What should someone do if their medical records request is denied?
A: If a medical records request is denied, the patient or their representative should first ask for an explanation as to why the request was denied. If the denial is due to a legal or regulatory reason, the patient may need to seek legal assistance. If the denial is due to a misunderstanding or error, the patient can work with the healthcare provider to address the issue and try again.
A: A medical records request letter is a formal request made by a patient or their authorized representative to a healthcare provider or facility for a copy of the patient's medical records.
Q: Why would someone need to write a medical records request letter?
A: There are several reasons why someone might need to write a medical records request letter. Some common reasons include changing healthcare providers, seeking a second opinion, applying for disability benefits, or simply wanting to keep their own personal medical records for their own use.
Q: What information should be included in a medical records request letter?
A: A medical records request letter should include the following information:
- Patient's full name, date of birth, and contact information
- Name and address of the healthcare provider or facility
- Date(s) of service for the requested records
- Specific information being requested (e.g., medical history, lab results, imaging studies, etc.)
- Purpose of the request (e.g., personal use, legal proceedings, etc.)
- Authorization for release of the records, if necessary
- Date of the request
- Patient's signature (if not requesting the records themselves)
Q: How should a medical records request letter be delivered?
A: A medical records request letter can be delivered in several ways. It can be sent by mail, email, or fax. Some healthcare providers may have an online portal where patients can request their medical records as well.
Q: How long does it typically take to receive medical records after making a request?
A: The length of time it takes to receive medical records after making a request can vary depending on the healthcare provider or facility. Some providers may be able to provide records within a few days, while others may take several weeks. It is important to follow up with the provider if records are not received within a reasonable amount of time.
Q: Can healthcare providers charge a fee for providing medical records?
A: Yes, healthcare providers can charge a fee for providing medical records. However, the fee must be reasonable and in compliance with state and federal regulations. Some providers may also waive the fee for patients who are experiencing financial hardship.
Q: What should someone do if their medical records request is denied?
A: If a medical records request is denied, the patient or their representative should first ask for an explanation as to why the request was denied. If the denial is due to a legal or regulatory reason, the patient may need to seek legal assistance. If the denial is due to a misunderstanding or error, the patient can work with the healthcare provider to address the issue and try again.