Medical Records

Medical Records We Need for Your Treatment

In order to provide the best treatment possible for you, we need to have all your medical records and diagnostic films (X-ray, MRI, CT, Bone Scan, etc.) from previous treatments. If you are not able to have these sent in time for your appointment or bring them with you, we may need to re-schedule your appointment.

For more information, please see “Preparing for Your Appointment.”

Medical Records You Need from This Office

If you need us to send your medical records to another office, please submit a request for release of Medical Records 48 hours before the records are needed. A Medical Records Release Form must be signed in advance. Medical Records include and are not limited to all office notes, surgical reports and copies of x-rays taken by our facility.

If there is an outstanding balance on your account, our staff will ask you to clear the balance before accepting the Medical Records release request.

Fees

Our standard fees are listed below; however, the EXACT total will come from our medical records clerk once the request has been processed. The exact fee will be disclosed in advance so that proper financial arrangements can be made.

Medical Chart Notes

Fee for service is $15 and must be prepaid; however, under some circumstances, payment can be arranged at the time of pick-up. With the exception of lab results and surgical notes as ordered and/or performed by our physicians, outside records will not be released, under the guidelines as set forth by HIPAA. The patient must obtain these records from the facility at which they were generated.

On-Site Radiology (X-Rays)

Fee for service is $17 per film to be copied and is to be paid in advance. “Original films” will not be released under any circumstances.

Subpoena

Fee for service is $15 for medical record notes and $17 per film for X-ray copies. All fee-for-service charges are to be paid in advance.

Our records are now electronically provided. If a “paper chart” is in our storage facility, it will be retrieved and scanned into our Electronic Medical Records (EMR) system and provided to the legal service in electronic format by our medical records clerk. All records will be furnished within 10 business days, as outlined by HIPAA.

Special Reports Policy

For special reports for attorneys, worker’s comp, adjustors, etc., the procedure is as follows:

• Please submit a written request, outlining all pertinent information that needs to be addressed in the special report.
• Our office will determine the appropriate fee for service charges, based on the quantity of information requested and the physician time required.
• Prepayment is required BEFORE the report is furnished.