How to Transfer Medical Records Before a Move

When you move and change healthcare providers, you can request copies of your medical records or arrange for relevant records to be sent to your new doctor. Start the process before moving when possible because medical offices may need time to process your request.

Your records may include diagnoses, medication lists, allergies, immunizations, recent visit notes, laboratory results, imaging reports, and other information your new provider needs for continuity of care.

This guide explains how to transfer medical records between doctors, what records to request, whether medical records transfer between states, and what to expect during the process.

How to Transfer Medical Records From One Doctor to Another

The exact process varies by healthcare provider, but these steps generally apply:

1. Choose Your New Healthcare Provider

If possible, find your new doctor before moving. This gives you the information needed to send records directly to the new practice.

Ask the new office:

• What records they need.
• Whether they can request records from your previous provider.
• Whether they accept electronic records.
• Where the records should be sent.

2. Contact Your Current Provider

Ask your current doctor's office or health system how to request or transfer your medical records.

Depending on the practice, you may be able to make the request:

• Through a patient portal.
• By completing a records request or authorization form.
• In person.
• By mail, fax, or another secure method offered by the provider.

HIPAA generally permits healthcare providers to share protected health information with another healthcare provider for treatment without obtaining a separate patient authorization. However, individual practices may still use their own forms and procedures when coordinating a records transfer.

3. Provide the New Doctor's Information

Make sure your current provider has the correct information for the receiving practice, including:

• Doctor or practice name.
• Address.
• Phone number.
• Fax number or secure electronic delivery information, if applicable.

Incorrect or incomplete information can delay the transfer.

4. Specify Which Records You Need

You may not need every page of your medical history.

Ask your new provider what information would be most useful, especially if you have a long or complex medical record.

Common records include:

• Current medication list.
• Allergies.
• Diagnoses and medical history.
• Recent visit notes.
• Laboratory results.
• Imaging reports.
• Immunization records.
• Surgical and procedure records.
• Specialist records.

5. Confirm the Records Were Received

Don't assume the transfer is complete simply because you submitted a request.

Before your first appointment, contact the new practice and confirm that the necessary records have arrived and can be accessed by your provider.

What Medical Records Should You Transfer?

The records your new doctor needs depend on your medical history and ongoing care.

If you have an ongoing or complex medical condition, ask your current and new providers which records are most important to transfer.

Do Medical Records Transfer Automatically to a New Doctor?

Not necessarily.

Healthcare providers are generally permitted under HIPAA to share medical information with another healthcare provider for treatment purposes. However, that does not mean your complete medical history will automatically transfer when you change doctors.

Some healthcare systems can exchange information electronically, while others may require a records request or coordination between the old and new practices.

Before your first appointment with a new doctor, confirm which records are already available and whether anything still needs to be transferred.

Do Medical Records Transfer From State to State?

Yes. Medical records can be transferred between healthcare providers in different states.

HIPAA establishes federal privacy and access requirements for covered entities nationwide, although state laws may provide additional protections or procedures for certain types of health information.

If you're relocating to another state, ask both your current and new healthcare providers whether they require specific forms or additional steps to transfer your records.

Do You Have to Transfer Medical Records to a New Doctor?

You generally aren't required to transfer your complete medical history simply because you change doctors.

However, providing relevant records can help your new provider understand your health history, medications, previous testing, diagnoses, and ongoing treatment.

Transferring records is particularly useful if you:

• Have a chronic medical condition.
• Take prescription medications.
• Have recently had surgery or treatment.
• See specialists.
• Have important imaging or laboratory results.
• Need ongoing follow-up care.

Even when your new provider can access some information electronically, confirm that the records needed for your care are actually available.

How Long Does It Take to Transfer Medical Records?

Processing times vary by healthcare provider, record format, and how the records are requested.

If you're requesting access to your own records under HIPAA, a covered healthcare provider generally must act on the request within 30 calendar days. In certain circumstances, the provider may take one additional 30-day extension and must provide written notice explaining the reason for the delay and the expected completion date.

This 30-day HIPAA timeframe applies to an individual's right-of-access request and should not be interpreted as the standard processing time for every provider-to-provider medical records transfer. Many requests are completed sooner.

If you're moving, request important records as early as practical, especially if you need them before an upcoming appointment or require ongoing treatment.

Can You Transfer Medical Records Electronically?

Yes. Medical records can often be transferred electronically, depending on the systems used by your healthcare providers.

Electronic options may include:

• Secure provider-to-provider exchange.
• Patient portals.
• Secure electronic delivery methods supported by the provider.
• Downloadable electronic copies that you can keep for your records.

If you request an electronic copy of health information maintained electronically, HIPAA generally allows you to receive it in the electronic form and format you request when it can readily be produced that way. Otherwise, you and the provider may agree on another readable electronic format.

Ask your current and new providers which secure transfer options they support.

Does It Cost Money to Transfer Medical Records?

It depends on how the records are requested and provided.

When you request copies of your own records under HIPAA, a covered provider may charge certain reasonable, cost-based fees for copying and delivering the records. They generally cannot charge a search-and-retrieval fee as part of the HIPAA patient-access fee.

State laws may provide additional protections or affect allowable charges.

Before requesting a large paper or electronic record, ask whether a fee applies and how it will be calculated.

Plan for Prescriptions Before You Move

Transferring your medical records doesn't automatically take care of every prescription or medication issue associated with your move.

Before relocating:

• Make sure you have enough medication for the transition when possible.
• Identify a pharmacy near your new home.
• Ask whether your prescriptions can be transferred to the new pharmacy.
• Schedule necessary appointments before moving.
• Keep a current medication list with you.
• Ask your doctor or pharmacist about medications that have special transfer or prescribing requirements.

Prescription transfer rules can vary depending on the medication and applicable federal and state requirements. Address time-sensitive medications before moving rather than waiting until you run out.

Keep Your Own Copy of Important Health Information

Even when your records are being transferred directly between healthcare providers, keeping essential health information accessible can make the transition easier.

Consider keeping copies of:

• Current medications and dosages.
• Allergies.
• Major diagnoses.
• Immunization history.
• Recent laboratory or imaging results.
• Important procedure or surgery information.
• Current healthcare provider contact information.
• Health insurance information.

Keep essential health information with you during the move rather than packing it in a moving truck.

If you store medical information electronically, protect the device or account with appropriate security measures.

Medical Records Transfer Checklist

Bottom Line

Transferring medical records when you move can help your new doctor understand your health history and continue your care without unnecessary gaps.

Start the process before moving when possible. Ask your new provider which records they need, follow your current provider's transfer process, and confirm that the necessary records were received.

Keep your own copy of essential health information and plan ahead for prescriptions or ongoing treatment.

If you're moving to another state, your medical records can still be transferred, although provider procedures and additional state privacy requirements may vary.