How to Obtain and Review Your Medical Records
By Ben Gobel on April 30, 2025
Accessing and reviewing medical records is a straightforward process that anyone can manage with the right steps. To obtain these records, a person usually needs to submit a formal request to their healthcare provider, either in writing or through an online patient portal, depending on the facility’s policies. This ensures they have accurate information about their health history.
After receiving the records, it is important to review them carefully for accuracy, noting any discrepancies or missing information. Understanding these records helps individuals make informed decisions about their care and communicate effectively with their healthcare team.
Understanding the Importance of Medical Records
Why Medical Records Matter in Legal Cases
Medical records are often central in legal settings because they provide objective, chronological documentation of a patient’s condition and care. Courts rely on these records to verify the timeline of injuries or illnesses and establish causation.
In disputes like insurance claims or criminal cases, accurate records help avoid misinformation and support fair judgment. They also protect patients by recording provider communications, treatments, and informed consent, which can clarify liability.
Legal professionals review these documents closely to identify discrepancies, confirm facts, and support or refute testimony. Without thorough medical records, proving or defending claims becomes challenging.
Accurate Documentation for Personal Injury and Malpractice
Accurate medical records are essential for personal injury claims as they document the extent of injuries and treatment effectiveness. They show how injuries affect daily life and validate compensation requests for medical bills and lost wages.
In medical malpractice cases, detailed records reveal whether standards of care were met. Nursing notes, test results, and physician observations can demonstrate negligence or confirm appropriate care.
Incomplete or inconsistent records weaken the case and may delay resolution. Consistent record-keeping ensures legal teams have solid evidence to build or defend claims confidently.
Steps to Obtain Your Medical Records
Identifying the Right Health Provider and Records Department
You should first determine which healthcare provider holds the specific records needed. This might be a hospital, primary care physician, specialist, or urgent care center. Sometimes, records are divided among several providers, so knowing who has what is essential.
Once identified, you must contact the medical records department or health information management office. This department handles requests and can explain the required forms or identification needed.
Providers commonly require a written request or authorization. You should provide details like your full name, date of birth, specific dates of care, and purpose of the request. Some institutions offer online portals to submit requests, while others require mailed or in-person submissions.
HIPAA and Your Patient Rights
Under HIPAA, patients have the right to access their medical records within 30 days of requesting them. Providers may charge reasonable fees for copying or mailing but cannot refuse access without cause.
You have the right to review records in person, request copies in preferred formats (paper or electronic), and ask for corrections if you identify errors. Providers must respond promptly and securely transmit records.
The law protects patient privacy; only authorized individuals can access records. If third parties are involved, the patient’s explicit consent is required, ensuring control over personal health information.
Accessing and Reviewing Your Medical Records
Submitting a Written Request
To access medical records, a written request is usually required. This can be a letter or a completed form provided by the healthcare provider. The request must include full name, date of birth, identification, and specify which records are needed.
Some providers require a signature to verify the requester’s identity. Sending the request via certified mail or secure email improves traceability. In some cases, submitting the request online through a patient portal is possible.
Including the preferred format—paper copies, electronic files, or summaries—can speed up processing. It is important to keep a copy of the request for records.
Timeline and Associated Costs
Healthcare providers are generally required to respond within 30 days of receiving the request, though this may vary by state. Some facilities may take longer, especially for complex or voluminous records.
Fees can include copying, mailing, or administrative costs. The cost usually ranges from $0.10 to $0.50 per page but may be capped by law. Providers must inform patients of any charges upfront.
Electronic copies often cost less than paper. Free access may apply in certain situations, such as when the records are needed for treatment or disability claims.
Thoroughly Reviewing Your Medical Documents
Once records are received, it is crucial to check for completeness and accuracy. Confirm that all dates, test results, and treatment notes match your memory or other documents. Look for missing information, unclear language, or errors in personal details. If discrepancies or omissions exist, contact the provider to request corrections or additional documents.
Keep a copy of the records in a secure location. Reviewing records can help patients make informed healthcare decisions and prepare for future appointments.
Addressing Discrepancies and Legal Assistance
Correcting Errors in Medical Records
Patients must first review their records carefully to spot any factual errors, such as incorrect dates, medication details, or personal information. Errors should be reported to the medical provider’s records department, usually in writing, specifying the mistake and the desired correction.
Providers have a duty to respond within a certain time frame, commonly 30 days, and either correct the records or explain why changes are not made. Keeping copies of all correspondence related to errors is important for future reference.
Amending Incorrect Information
If the provider denies a requested change, patients have the right to submit a written statement outlining their disagreement. This statement becomes part of the medical record and must be shared with future recipients of the records.
Amendments can include adding missing information or clarifying unclear entries, but do not typically involve deleting data outright. Patients should follow the specific procedures set by their healthcare facility or state laws regarding amendments.
Seeking Legal Help From Ogg, Murphy & Perkosky, P.C.
Legal help is advisable when providers refuse to correct significant errors, when record discrepancies cause harm, or for complex disputes involving privacy laws. Ogg, Murphy & Perkosky, P.C. focuses on medical records and patient rights.
We offer consultation services to evaluate cases and guide patients on legal options, including filing complaints or pursuing corrective action in court.