Moving to a new location can be both exciting and challenging. Amidst the packing and planning, one important task that often goes overlooked is the need to request your medical records. Whether in paper format or as electronic health records, having access to your medical history is crucial, especially when relocating. It empowers you to take control of your health and make informed decisions about treatments and healthcare services. It also allows your new healthcare providers to have a complete understanding of your medical condition, including any chronic conditions, treatments, and alternate treatments you’ve received. This ensures continuity of care, and effective healthcare delivery, and helps prevent any potential gaps in treatment. In this article, we’ll walk you through the basic steps to request your medical records when moving to a new location, and provide tips to make the process as smooth as possible.
The use of electronic health record systems and digital storage devices has become increasingly prevalent. Electronic Health Records (EHRs) offer patients complete control over enhancements to their records, while also providing healthcare facilities with a streamlined and efficient way to manage patient care. Whether you choose to receive your records via email, have them mailed to your new location, or access them through a company’s electronic record system, the goal is to have your entire file, including your current health records, at your fingertips both during and after you move.
Gather Information
The first critical step in obtaining your medical records is to determine which medical providers have your records. This may include your primary care physicians, specialists, hospitals, dental practices, and any other healthcare facilities you have visited. Corporate hospitals, government hospitals, and independent practices may have different hospital information systems and medical record systems, so it’s essential to gather this information in advance. Once you have identified the providers, it’s important to find out their policies and procedures for obtaining medical records. Additionally, take note of any deadlines for submitting your request, as some providers may have specific timeframes for processing medical record requests. Inquire about any fees for copying and the costs of maintenance of digital records.
Requesting Medical Records
Once you have gathered the necessary information, you can proceed with requesting your medical records. This typically involves filling out a request form or an authorization form provided by the healthcare facility. Be sure to provide all the necessary personal and contact information, including your full name, date of birth, social security number, and address for record delivery. Clearly indicate the date range for the records you need, as well as any specific documents you are requesting, such as vaccine records, adoption records, billing records, and mental health records. After signing the release form, send it to the correct records custodian as instructed. Keep in mind that some providers may allow you to submit your request electronically via a dedicated email address or through electronic health record systems.
Follow Up
After submitting your request, it’s important to check in with the provider(s) to confirm that your request was received. You can do this by calling their records offices or sending a follow-up email. During this time, ask for an estimated timeframe for when your records will be available. If you have not received your records within the expected timeframe, don’t hesitate to follow up again. Remember, your medical records are an important legal document and part of your healthcare, and it’s your right as an authorized person to have access to them.
Tips on Requesting Medical Records for a Move
- Provide as much information as possible to help ensure you receive the correct records. This may include previous addresses, maiden names, or any other relevant details.
- Consider requesting electronic copies of your records if available. Electronic records are often easier to transfer and store on a password-protected device or in digital file formats.
- Keep copies of all correspondence and receipts related to your medical record request. This includes letters, forms, and any payment receipts.
- Please be aware that there may be fees for copying and the costs of copying can vary depending on the provider. It is advisable to inquire about the cost in advance. According to a new federal rule, healthcare providers in the US are obligated to offer patients free access to all the health information contained in their electronic medical records. The new information-sharing rule from the 21st Century Cures Act of 2016 requires immediate and complete access to test results, medication lists, referral information, and clinical notes in electronic formats, upon request.
- Consider storing paper copies of your records in a waterproof container for added security.
- If you have a power of attorney for health care or a care coordinator, inform them about the records request.
What else you need to know
Acquiring and maintaining medical records is a fundamental part of healthcare management. Having access to your medical history facilitates informed decision-making and empowers you to take control of your health, whether you’re moving locally or long-distance. It facilitates smooth communication between healthcare providers, enabling the transfer of records between doctors. Electronic health records (EHRs) and personal health records (PHRs) have become more prevalent in the healthcare industry due to technological advancements, giving patients secure and convenient access to their records.
Start the process of requesting your medical records well in advance of your move date, and use the tips provided in this article to guide you along the way. With a little planning and organization, you can ensure a seamless transition and continue on the path to optimal health in your new location. Whether you’re dealing with paper-based records, electronic files, or a combination of both, keeping your records accessible, secure, and up-to-date is a critical step in your healthcare journey.
As you navigate the process, be mindful of potential issues such as billing issues, compliance issues, and any costs associated with obtaining records (know the Cures Act and what it covers!) Insurance companies, medical service providers, and custodial service providers may have specific procedures and consent forms that need to be completed. Additionally, it’s important to consider the types of records you need, including complex records like medical device records, current treatment plans, and medical practices you’ve visited.
As you prepare for your move, consider creating a “New Location Map” that includes the contact information for your current provider, previous doctor, and any other healthcare providers you may need to contact. This map can serve as a valuable resource for coordinating care for individuals seeking medical care in their new location.
Obtaining and keeping track of your medical records is a fundamental aspect of personal health and patient care. By following the steps outlined in this article and considering the various factors involved, you can take charge of your healthcare and ensure that you have the information you need to make the best decisions for your well-being. Whether you’re moving to a central location or a remote area, your medical records are a vital tool in maintaining your health and well-being.