However, you will not charge for time spent locating the records. I understand you may charge a reasonable fee for copying the records, as well as for postage to mail the reports to the above address. I would like copies of all of my blood test results, imaging studies, operative reports, as well as notes from doctors and nurses, consultations with specialists, referrals and any other record in my medical file. I was treated in your FACILITY from DATE to DATE. I have understood that according to the Health Insurance Portability and Accountability Act (HIPAA) and Department of Health and Human Services regulations, I am entitled to have copies of my medical records. I am writing this letter to request copies of any medical records of mine that you have. RE: Requesting copies of my medical records. Name of Hospital or other Facility if applicable Since there is a time frame for the healthcare provider to answer, it is wise for the individual to have proof of the time the letter was received. It should be written in formal business style and sent by certified mail. Here is a sample medical records request letter. Each hospital may have different regulations for handling next-of-kin applications, so the person should call the hospital to find out their regulations. If they would like to request the medical records of a deceased person, they will need the permission of the next of kin. If they want to request a family member’s records, they will need written permission from the family member. However, an individual can only request their own medical records. The records can be sent to the individual’s residence, another doctor’s office or to an insurance company. The form can be filled out, signed and included in the letter requesting the records. The individual should call the office and ask if this is required because it will save time for the person looking for the records, thereby saving time for the individual requesting. Many doctors and hospitals require that patients fill out a medical release form. States may also have laws that require a lower fee or time difference for responding. The guidelines also allow the healthcare provider to respond to requests for records within 30 days with an additional 30 day extension for a good reason.
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