[Sample] Letter Requesting Medical Records

Last updated on November 30, 2023 / By / Request Letters

Key Takeaways:

  1. Understanding the Right to Access Medical Records: Learn about your legal right to access medical records under HIPAA.
  2. Steps to Request Medical Records: A step-by-step guide to writing a request letter, including what information to include.
  3. Template for Requesting Medical Records: A customizable template to simplify your request process.
  4. Best Practices for a Successful Request: Tips on ensuring a smooth and efficient process.
  5. Handling Denials and Delays: Know what to do if your request is denied or delayed.

Understanding Your Right to Access Medical Records

Under the Health Insurance Portability and Accountability Act (HIPAA), individuals have the right to access their medical records from healthcare providers. This access empowers patients to make informed decisions about their health care and ensures accuracy in their records.

Steps to Request Medical Records

Step 1: Identify the Correct Recipient

  • Research who in the healthcare facility is responsible for handling records requests. This is often the medical records department or a specific records custodian.

Step 2: Gather Necessary Information

  • Prepare personal identification details like your full name, date of birth, and social security number.
  • Know the specific records you need, including dates of service.

Step 3: Write the Request Letter

  • Clearly state your request for medical records.
  • Include all personal identification information and specify the records needed.

Template for Requesting Medical Records

[Your Full Name]
[Your Address]
[City, State, Zip Code]
[Date]

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[Recipient’s Name or Healthcare Facility’s Records Department] [Facility’s Address] [City, State, Zip Code]

Watercolor painting woman typing on a sleek black laptop

Subject: Request for Medical Records

Dear [Recipient’s Name or Department],

I am writing to request copies of my medical records. The details for the request are as follows:

  • Patient Name: [Your Full Name]
  • Date of Birth: [Your DOB]
  • Social Security Number: [Your SSN, if required]
  • Dates of Service: [Specific dates or range of dates for the records needed]

Please inform me of any fees for the copying of these records. If there are any, I am willing to cover the cost.

I would appreciate if the records can be sent to [Your Address or specify if you prefer an electronic format].

Thank you for your prompt attention to this matter. I understand that under HIPAA, the facility has up to 30 days to respond to this request.

Sincerely, 

[Your Name]

Best Practices for a Successful Request

  • Be Specific: Clearly specify the dates and types of records needed to avoid confusion.
  • Follow Up: If you don’t receive a response within 30 days, follow up with the facility.

Handling Denials and Delays

  • Understand the Reason: If denied, ask for a written explanation.
  • Seek Assistance: Contact a patient advocate or legal professional if needed.

Real-Life Example

Jim Brown needed his medical records for a specialist consultation. He followed these steps and successfully received his records within three weeks, allowing his specialist to provide informed care.

Tips

  • Check State Laws: Some states have specific rules about accessing medical records.
  • Keep Records: Save a copy of your request and any correspondence.
  • Be Polite: Courteous communication can often facilitate a smoother process.