- 1 How To Request Medical & Hospital Records
- 1.1 How Long Does It Take To Get Medical or Hospital Records?
- 1.2 How Much Do Medical or Hospital Records Cost in New York?
- 1.3 How To Request Medical Records
- 1.4 How We Request Doctor Records
- 1.5 Sample Letter to Request Medical Records
- 1.6 How To Fill Out A HIPPA Form
How To Request Medical & Hospital Records
How Long Does It Take To Get Medical or Hospital Records?
It can take weeks to months to get medical records. Hospitals and doctors have a lot of work to do and it’s even worse in the New York area. Doctors are a priority and can get hospital and medical records within hours but sending copies of medical or hospital records to patients or lawyers is not a priority.
We can get your hospital records within 30 days and can get your doctor’s records quickly.
How Long Does It Take To Get Hospital Records?
Hospitals will usually send hospital records to you within 2-3 months after you mail an acceptable request in writing with a HIPPA form.
If the patient is admitted to a hospital for a long time, such as six weeks, the hospital records should be requested after the patient is discharged otherwise you may only get partial records.
How Long Does It Take To Get Medical Records From A Doctor?
Doctors will usually send their medical records to you within 2-3 months after you provide a HIPPA form.
How Much Do Medical or Hospital Records Cost in New York?
New York State law allows hospitals and doctors to charge a maximum of $0.75 per page for a copy of your hospital records. You will also be charged postage (usually certified mail) if the records are mailed.
After you submit a request with a HIPAA form, you will be sent an invoice for a copy of the records.
Hospital records can be very expensive because they generate many more pages than a doctor’s office. Whether you were in the hospital for a few days or you need hospital records for a wrongful death case, it can cost hundreds of dollars under New York State law to get a copy of your hospital records.
If you were in the hospital with a broken bone requiring surgery due to an accident, you could have been in the hospital for as long as 2-4 weeks which could generate 1,000-2,000 pages. We have been sent bills for hospital records for as much as thousands of dollars.
Because of Federal law, we can get a copy of your electronically stored hospital records within 30 days instead of months and for a total cost of only $6.75 to $25 even when they would have cost thousands of dollars for paper records (most personal injury lawyers do not know how to use the Federal law to get a copy of your hospital records).
How To Request Medical Records
Hospital records must be requested in writing and sent by mail with a properly filled out and signed HIPAA form.
If you still want to get your hospital record yourself you can find here a list of hospital addresses and phone numbers in New York.
Medical records from a doctor’s office can be requested by mail but your doctor will probably let you request your medical records orally when you sign a HIPAA form in your doctor’s office.
Unfortunately, lawyers can’t do anything with your accident case until all of your medical records have been received. Not only are the medical records needed to be sent to the insurance company to evaluate your case, but your lawyer needs all of your medical records to be able to complete much of the most important legal work during your lawsuit.
How We Request Doctor Records
To speed up the process of receiving your medical records from doctors, we use an outside company to get your medical records. We simply upload medical record requests online. After that, they constantly harass doctors, by phone and fax, to get your medical records and email us a link to download your medical records when they become available.
We can log in at any time to check the status of our medical records request. This image shows the status of a medical record request. There are 19 status entries showing what has been going on until we finally received the medical records five weeks later. Altogether to get the medical records they sent 3 mailings; 3 faxes; 4 calls and 4 emails.
This is just one of the new technological advances we take advantage of to increase the value of your case and move your case faster.
Sample Letter to Request Medical Records[Your address] [Date] [Name of hospital or doctor] [Address]
RE: [Your hospital or medical record identification number]
To whom it may concern:
I was your patient between [fill in dates]. Please provide a complete copy of all of my medical records, reports, reports written by other medical providers, photographs and itemized bills.
Please let me know if I can download a digital copy or, if not, mail the requested records to me at the above address.
(Copies of images are expensive-If you want to pay for images, use this paragraph) I am requesting reports of imaging but I am NOT requesting copies of x-rays, CAT, MRI, or ultrasound imaging at this time. If you have any digital images, please advise me of the cost to obtain digital images.
Section 18 of the Public Health Law of the State of New York provides that copies of all medical records are to be provided to me at no more than $0.75 per page. Fees for search and/or retrieval, copies produced from microfiche or optical disk, are prohibited. Please advise me of the number of pages and the cost of obtaining the requested medical records.
Enclosed is a signed authorization permitting me to obtain a copy of my medical records.
Sincerely,[Your signature] [Your name printed]
How To Fill Out A HIPPA Form
You can find here a fillable New York State HIPPA form.
Use a HIPAA form only to get your medical records for yourself or another doctor when you do not need a personal injury lawyer. Do not give this form to any insurance company without first speaking to your personal injury lawyer.
Instructions for the Authorization for Release of Health Information Pursuant To HIPPA form:
- Fill out the Patient Name, DOB, SS# and Patient Address at the top.
- Box 7: Enter the name and address of the hospital or doctor.
- Box 9(a): Enter either the date you want the medical record from and to or check the box that says Entire Medical Record (you will receive records from all visits for many years)
- Box 9(a): (Because this information could be in your record, hospitals will require it to be initialed) sign your initials in all 3 places on the right side of 9 (a) where you see:
___Mental Health Information
___HIV Related Information.
- Box 9(b): Do not sign your initials at 9 (b) unless the form is for your lawyer.
- Box 10: Check “At request of individual”.
- Box 11: Enter the date you want the HIPAA form to expire.
- Box 12: Leave blank
- Box 13: Leave blank
- Sign at the bottom left where it says “Signature of patient or representative authorized by law” (does not get notarized)
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