Finding Your Records
Doctor Retired, Moved, or Passed Away? How to Get Your Medical Records
How do I get medical records when my doctor is no longer available?
Contact your state medical board first--they track retired and deceased physicians and often know where patient records were transferred. For group practices, records stay with the practice. For solo doctors, search the NPI Registry at npiregistry.cms.hhs.gov to find their current location.
Your doctor retired, moved, or died. Your records still exist somewhere. This guide gives you the exact steps to find them — no matter the situation.
In This Guide
- 1. Start Here: Which Situation Are You In?
- 2. Doctor Moved to a New Practice
- 3. Doctor Retired
- 4. Solo Practice Closed
- 5. Doctor Passed Away
- 6. How to Track Down Your Records
- 7. State Retention Laws
- 8. What If Records Were Destroyed?
- 9. Hospital-Employed vs. Private Practice
- 10. Reconstructing Lost Records
- 11. Prevent This From Happening
- 12. Frequently Asked Questions
The Short Answer
Your records are almost certainly still out there. Doctors are legally required to maintain or transfer patient records for years after leaving practice. The question is who has them now.
Your first call should be to your state medical board. They track physician status changes and often know exactly where a retired or deceased doctor's records went.
1. Start Here: Which Situation Are You In?
What happened to your doctor determines where to look first. Use this decision tree to jump directly to the section that applies to you.
Not sure what happened? Skip to Section 6: How to Track Down Your Records for a general-purpose research checklist that works regardless of the situation.
2. Doctor Moved to a New Practice
This is the most common situation and usually the easiest to fix. There is a critical distinction most people miss, though.
Who Actually Owns the Records?
Group practice or hospital employment:
Records belong to the practice or hospital, not the individual doctor. When a doctor leaves a group, the records stay behind. Contact the original practice location.
Solo private practice:
Records belong to the doctor personally. If the doctor moved their solo practice, they likely took the records with them. You need to find their new location.
Steps to Take
Call the old office number. If it is a group practice, a receptionist will confirm the doctor left and help you access your records or provide a forwarding address.
Search the NPI Registry. Go to npiregistry.cms.hhs.gov and search by doctor name. The registry shows their current practice address and phone number.
Check your patient portal. If the practice used an EHR with a patient portal (MyChart, Athena, etc.), your records may still be accessible online even after the doctor left.
Good news: If your doctor moved within a health system (e.g., from one hospital-owned practice to another in the same system), your records are almost certainly in the same EHR. You may not need to do anything at all.
3. Doctor Retired
Retirement does not end a physician's record obligations. Every state has requirements for how a retiring physician must handle patient records — and those requirements have teeth.
What Retiring Doctors Are Required to Do
Notify Active Patients
Most states require physicians to notify patients of their retirement, typically 30-90 days in advance. Notification methods usually include direct mail to patients seen within the last 2-3 years, a notice posted at the office, and in some states a notice in the local newspaper.
Arrange Record Custody
Before closing, physicians must designate a record custodian. This could be another physician who agrees to take over the patient panel, a professional medical record storage company, or the physician themselves (with a plan for secure storage and access for the remaining retention period).
Report to the State Medical Board
Many states require retiring physicians to notify the medical board of the closure and provide custodian information. This is why the state medical board is often your best first contact.
Reality check: Not all doctors follow these requirements perfectly. Some retire abruptly due to health issues. Others underestimate the paperwork. If you never received a retirement notice, it does not mean records are lost — it means you need to do some detective work. Keep reading.
4. Solo Practice Closed
A closed solo practice is the most challenging scenario. There is no group or hospital to fall back on. The doctor was the practice, and the practice was the doctor.
What State Law Typically Requires
- 1.Patient notification before closure (30-90 days, varies by state)
- 2.Designation of a record custodian who can fulfill record requests
- 3.Notification to the state medical board with custodian contact information
- 4.Secure storage for the full retention period (typically 7-10 years after last visit)
- 5.Proper destruction only after the retention period expires (with HIPAA-compliant shredding or wiping)
Where Records Typically End Up
Another Local Practice
A colleague or nearby practice may have agreed to absorb the patient panel and store records.
Record Storage Company
Commercial custodian services (like Iron Mountain or regional providers) that specialize in storing medical records from closed practices.
The Physician Themselves
Some retired physicians maintain records in personal storage, especially if they had a small patient panel. Finding them requires contacting the medical board.
State Medical Board
In cases where no other custodian could be arranged, some state boards step in to hold or direct access to records.
5. Doctor Passed Away
A physician's death creates a unique record custody challenge. Here is how it typically works and what steps to take.
Estate Responsibility
The physician's estate (executor or administrator) is legally responsible for arranging proper custody of patient records. This includes designating a custodian, notifying patients if possible, and ensuring records remain accessible for the legally required retention period. In practice, the estate often works with the state medical board to handle this.
State Medical Board Involvement
When a physician dies, the state medical board is typically notified. The board may:
- • Work with the estate to arrange record transfer
- • Designate a custodian if the estate cannot or does not act
- • Maintain a record of where the deceased physician's patient files went
- • In rare cases, take temporary custody of records themselves
Practice Partners
If the deceased physician had a practice partner or was part of a group, the surviving partner(s) or the practice entity typically assumes custody of all patient records. This is usually the simplest scenario — contact the practice directly.
Steps to Take
Contact the state medical board. Ask about the status of the deceased physician's license and whether custodian information is on file.
Call the former office. Someone (a surviving partner, office manager, or answering service) may still be directing patients to the record custodian.
Contact the county medical society. Local medical societies often assist with record transition when a member physician dies and can point you to the right custodian.
Check local hospital affiliations. Hospitals where the doctor had admitting privileges may have copies of records from procedures performed there and may know about the practice transition.
6. How to Track Down Your Records
Work through this checklist in order — most people find their answer within the first three steps.
📞 Step 1: Contact Your State Medical Board
This is the single most effective action you can take. State medical boards license physicians and track their status, including retirement, relocation, death, and license surrender. Many boards maintain specific records about where a departing physician's patient records went.
What to say: "I'm a former patient of Dr. [Name] who [retired/passed away/closed their practice] in [Year]. I need to locate my medical records. Do you have custodian information on file?"
Find your state medical board: Search "[your state] medical board" or visit the Federation of State Medical Boards at fsmb.org for a directory of all state boards.
🔍 Step 2: Search the NPI Registry
The National Plan and Provider Enumeration System (NPPES) maintains a public registry of all healthcare providers. If your doctor moved to a new practice, their current address will be listed.
How to search:
- • Visit npiregistry.cms.hhs.gov
- • Enter the doctor's first and last name
- • Filter by state if needed
- • Look for their current practice address and phone
- • If the NPI is deactivated, the doctor has likely retired or is deceased
🏛️ Step 3: Check Local Hospitals
Contact the medical staff office at hospitals where your doctor had privileges. Hospitals track physician credentials and often know when a doctor retires, moves, or dies. They may also have copies of records from hospital-based care you received.
🪒 Step 4: Contact the County Medical Society
Local medical societies are networks of physicians in your area. They often know about practice closures, retirements, and which doctor took over another's patient panel. Many provide this information to patients at no charge.
📄 Step 5: Visit the Old Office Location
If the practice had a physical office, visit or call. A new occupant or building manager may know what happened. Look for posted notices about record retrieval. If a new medical practice moved in, they may have acquired the patient records along with the lease.
💻 Step 6: Search Online
Search for the doctor's name combined with terms like "retired," "medical records," or "practice closed." Check Healthgrades, Vitals, and WebMD profiles, which sometimes list updated practice information. Local news articles may cover the practice closure.
7. State Record Retention Laws
Every state sets minimum time periods that physicians must retain patient records. Knowing your state's requirements tells you whether your records should still exist.
Typical Retention Periods
Examples by State
California
Adults: 7 years from last service. Minors: Until age 19 (age 18 + 1 year). Physicians must notify patients and the medical board before destroying records.
New York
Adults: 6 years from last visit. Minors: 6 years or until 1 year after age 18, whichever is longer. Physicians must notify patients before closing.
Texas
Adults: 7 years from last treatment. Minors: Until age 20. Physicians must notify patients 30 days before closing and report to the medical board.
Florida
Adults: 5 years from last patient contact. Minors: 5 years or until age 21, whichever is longer. Physicians must publish notice of closure.
Illinois
Adults: 10 years from last encounter. Minors: Until age 23 (age 18 + 5 years). Among the longest retention requirements in the country.
Pennsylvania
Adults: 7 years from last treatment. Minors: Until age 20 (age 18 + 2 years). State requires patient notification before record destruction.
For complete state-by-state details, see our Medical Records Retention Guide.
Important: Retention periods are minimums, not maximums. Many physicians and custodians keep records longer than required. Even if the retention period may have passed, always check before assuming records are gone.
8. What If Records Have Been Destroyed?
If the retention period has passed and records were properly destroyed, or if records were lost due to a disaster or negligent practice closure, you still have options.
First: Confirm Destruction
Before giving up, request written confirmation that records were destroyed. Sometimes "we don't have them" means the person you spoke to could not find them quickly -- not that they do not exist. Ask:
- • "Can you provide a written certification that records for [your name, DOB] were destroyed?"
- • "What date were the records destroyed?"
- • "Is there a destruction log I can reference?"
Alternative Sources for Medical History
Insurance Companies
Your health insurer maintains claims data showing every visit, procedure, diagnosis code, and prescription. Request your complete claims history. This provides a detailed timeline of your care.
Pharmacies
Pharmacies keep prescription records for years. Contact every pharmacy you have used to get a complete medication history, including prescribing physician information.
Specialists and Referrals
Any specialist your doctor referred you to will have their own records of your care, including the referral letter, which often contains a summary of your history.
Hospitals and Labs
Hospitals where you had procedures, ER visits, or admissions maintain their own records. Lab companies (Quest, LabCorp) keep test results for years. Imaging centers keep radiology reports.
9. Hospital-Employed vs. Private Practice Doctors
Where your doctor worked determines who controls the records. This is one of the most misunderstood aspects of medical record access.
Hospital-Employed Physicians
If your doctor was employed by a hospital or health system:
- Records belong to the hospital, not the doctor
- When the doctor leaves, records stay in the hospital's EHR
- Contact the hospital's medical records or HIM department
- Your patient portal access continues regardless of the doctor's status
- This is the easiest scenario for patients
Private Practice Physicians
If your doctor owned or was a partner in a private practice:
- Records belong to the practice entity (LLC, PA, etc.)
- If the practice still exists with other doctors, records are there
- If the practice closed, the doctor must have arranged custody
- You may need to track down the custodian (see Section 6)
- This requires more effort but records are almost always recoverable
Not sure if your doctor was hospital-employed? Check the NPI Registry. If the "Organization" field lists a hospital or health system, the doctor was likely employed. If it shows a small practice name or the doctor's own name, they were likely in private practice.
10. Reconstructing Lost Records
If original records are truly unavailable, you can rebuild a reasonably complete medical history from multiple sources. Here is a systematic approach.
Gather Insurance Claims Data
Contact every health insurer you have had. Request your complete Explanation of Benefits (EOB) history. This gives you dates, diagnoses, procedures, and providers. Most insurers retain this data for 7+ years.
Collect Pharmacy Records
Get your complete prescription history from every pharmacy you have used. This documents medications, dosages, prescribing physicians, and indirectly reveals what conditions you were treated for. Chain pharmacies can pull records across all their locations.
Request Lab and Imaging Results
Contact laboratory companies (Quest Diagnostics, LabCorp) and imaging centers directly. They maintain their own records independent of your doctor and can provide years of test results.
Contact All Other Providers
Request records from every other doctor, specialist, hospital, ER, and urgent care you have visited. Each has their own records and many will contain correspondence from your primary doctor, including referral letters and care summaries.
Check Your Own Files
Look through your personal records for: visit summary printouts, after-visit summaries from patient portals, vaccination records, test result letters, disability or insurance paperwork, and any copies you previously requested for other purposes.
For a complete guide to organizing reconstructed records, see our Record Organization Guide.
11. Prevent This From Happening Again
Now that you know how hard it can be to recover records from an unavailable physician, here are steps to protect yourself going forward.
Request Records Regularly
Do not wait for a problem. Request a complete copy of your records from every provider at least once a year, or after every significant visit. Store them securely at home.
Use Patient Portals Actively
Download visit summaries, lab results, and imaging reports from your patient portal after each visit. Do not rely on the portal always being available — download and save locally.
Keep a Personal Health Record
Maintain your own personal health record with key information: diagnoses, medications, allergies, procedures, and vaccination dates.
Save Insurance Statements
Keep all Explanation of Benefits (EOB) statements from your insurer. These are a backup record of every medical visit, procedure, and diagnosis.
Pro tip: Under HIPAA, you have the right to request your records in electronic format. Ask for a digital copy on a USB drive or via secure email. Digital records are easier to store, organize, and share with future providers. See our complete guide to requesting records.
Need Help Finding Your Records?
We find records from retired, relocated, and deceased physicians every day. We know which databases to search, which boards to contact, and how to work every state's requirements.
12. Frequently Asked Questions
How long is a doctor required to keep medical records after retiring?
Record retention requirements vary by state but typically range from 7 to 10 years after the last patient encounter. Some states require longer retention for minors. Even after retiring, a physician remains legally responsible for maintaining or properly transferring patient records for the full retention period. See our retention period guide for your state.
What happens to medical records when a doctor dies?
When a physician passes away, responsibility for their patient records typically falls to their estate, a practice partner, or the state medical board. The estate must arrange for proper record custody. If no one claims responsibility, the state medical board may intervene to ensure records are preserved and accessible to patients.
Can I get my medical records if my doctor moved to a different practice?
Yes. If your doctor was part of a group practice or employed by a hospital, your records typically stay with the practice or hospital, not the individual doctor. Contact the original practice. If the doctor was in solo practice and moved, they likely took the records with them. Search the NPI Registry at npiregistry.cms.hhs.gov to find their new location.
How do I find out where a retired doctor's records went?
Start by contacting your state medical board. They often track record custodian information for retired physicians. Also check with the county medical society, local hospitals where the doctor had privileges, and any successor practice at the old office location. The NPI Registry can confirm if the doctor is still licensed elsewhere.
What if my doctor's records have been destroyed?
If records were destroyed after the legal retention period expired, you can reconstruct partial records from other sources: insurance companies (claims history), pharmacies (prescription records), specialists you were referred to, hospitals where you had procedures, and lab companies (test results). See our section on reconstructing lost records for the full process.
Is a solo practice doctor required to notify patients before retiring?
Most states require physicians to notify patients in advance of closing their practice, typically 30 to 90 days before closure. Notification methods vary but often include direct mail to active patients, local newspaper notice, and posting at the office. However, enforcement varies, and some patients never receive notice, especially if they had not visited recently.
Who owns medical records: the doctor or the patient?
In most states, the physical medical record is owned by the provider or practice that created it, not the patient. However, patients have a legal right under HIPAA to access and obtain copies of their records. When a doctor retires or a practice closes, ownership and custody responsibilities transfer according to state law.
How do I find a doctor using the NPI database?
Visit the NPPES NPI Registry at npiregistry.cms.hhs.gov and search by the doctor's name and state. The registry shows the provider's current practice address, phone number, and specialty. If the doctor moved, their new address will appear. If they deactivated their NPI, they are likely retired or no longer practicing.
Still Cannot Find Your Records?
We have helped thousands of patients recover records from retired, relocated, and deceased physicians. Let our team handle the research, the calls, and the paperwork.
More Resources
Related Guides
Closed Hospital Records
How to find records when an entire hospital or facility has closed, merged, or gone bankrupt.
How Long Are Records Kept?
State-by-state retention periods, fee caps, and what happens when records reach their expiration date.
How to Request Medical Records
The complete guide to requesting records from any provider, including forms, fees, and timelines.
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