Trying to find a new doctor for yourself and your family before moving can be little time-consuming. And once you find a new doctor after moving, you’ll have to transfer new medical records.
You don’t need to complicate this process. Just find out key information you need to transfer your medical records.
We’ll take you through the series of things that’ll ease this process.
Should you Pay for Medical Records Transfer?
Your previous doctor is not allowed to charge a fee for sending your medical records to a new doctor.
They may charge you when you need your medical records by hand.
HIPAA regulates the healthcare facility’s fee for giving you medical records.
If you’re wanting a personal copy of your records, your current doctor can charge a "reasonable" cost-based fee.
These fees vary from state to state and cover:
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Printing the medical records
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The labor required to get the records to you
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Postage costs (if applicable)
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Additional fee for electronic versions of the records
For example:
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In North Carolina, the cost may be .75 cents per page for the first 25 pages and .50 cents for every page after that.
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In Ohio, the cost is $2.50 per page for the first 10 pages and .50 cents per page from 11 to 50 pages.
Check with your state's medical board to find out specific details.
If you are transferring your medical records to a new doctor, your current doctor may consider this a "professional courtesy" at no cost to you, but this isn't always the case.
Only medical records are figured into these prices.
A digital copy of other things (like an MRI) will require a separate fee.
Your doctor or facility should provide you with specifics.
Are my Medical Records Mine to Keep?
Medical records are not the patient's property but the property of the doctor or physician who prepares them.
The HIPAA law states you have the right to see your medical records and get soft or hard copies.
If your doctor refuses to release your records, you can file a complaint with the US Department of Health and Human Services Office for Civil Rights.
What to Do Before Transferring Medical Records?
If your insurance didn’t change after you move, find a medical provider through your insurance provider's website.
Another way to find a medical professional is through a referral from your previous doctor or friends and family in the area.
Ideally, you will want your medical records transferred to your new doctor’s office before your first visit.
Processing copies of records generally takes two weeks (unless other circumstances influence your request).
If you want, you can get a hard copy of your medical records before you choose a new doctor. And hand the documents to your new doctor when you visit.
What Forms Should I Fill in to Move My Medical Records?
Consent your doctor to transfer your medical records.
You can write a letter or fill in a form to send to your current doctor.
The form includes:
Choose if the records need to be transferred to your new physician, and provide the address and telephone number of the new doctor office.
Talk to your current doctor and check if you should mail, fax or hand in the request in person.
The guidelines of HIPAA, for any medical release forms that you have or haven't signed, can influence your ability to transfer your medical records.
Your previous medical provider should be able to e-mail, fax or send post a medical release form.
Some medical providers require patients to sign a release form if they want to transfer their medical records.
Since most transfer requests need to be made by telephone, you should speak to your old medical provider.
For children under the age of 18, a legal guardian must sign the form to have their records released.
How the HIPAA Favors the Transfer of Medical Records?
HIPAA stands for The Health Insurance Portability and Accountability Act. It protects insurance coverage and standardize the electronic transmission of medical records.
The HIPAA is divided into two different sections:
Title 1: Under federal law, you have some health insurance protection for you and your family members.
Title 1 of HIPAA "regulates the availability and breadth of group health plans and certain individual health insurance polices."
Title 2: Based on consumers' concerns about protecting their health information, title 2 of HIPAA creates rules for standardizing how medical information will be distributed.
Implementing standards for how medical data should be transmitted was accomplished through five rules:
The Privacy Rule has the most relevance for individuals who want to transfer their medical records to different medical providers.
Every state can establish laws that give you more privacy, but it cannot take away the rights given to you by HIPAA.
The HIPAA act gives everyone in the US the right to view and access their own medical records.
Even though the Privacy Rule allows you to see your own records, your previous medical provider may still require that you sign a medical release to transfer your records.
What Happens if My Current Doctor Moves, Retires or Passes Away?
If your doctor has relocated, retired or even passed away, your medical records will still be available at the practice, as long as it is still in operation.
Request your medical records from the office of your previous physician.
If another practice bought out your doctor's practice, you should still be able to obtain your records at this location.
If your doctor's practice is no longer in operation, contact your local or state medical society to find out where the medical records are being stored.
You will then need to follow specified protocol for obtaining a copy of these records.
After you move, you will probably want to transfer your medical records to new healthcare providers.
Whether you request to have your records sent to either yourself or your new physician, know your patient rights for a smooth transition.
Key Points
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You have the right to access and obtain copies of your medical records under HIPAA.
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Doctors cannot charge for sending records directly to another provider, but they can charge reasonable fees if you request personal copies.
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Transfer requests usually take about two weeks, so start early.
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You must authorize the release by submitting a signed medical records request form.
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Children’s records require a legal guardian’s signature.
Note
Most doctors will transfer records as a professional courtesy, but fees and policies vary by state and provider.
Speak directly with your current doctor’s office to confirm the process and avoid delays.
