Medical Records Transfers Are Stuck in the Past
Despite all the talk of electronic health records, transferring your medical records from one provider to another still frequently requires a phone call. You call the records department, provide patient verification, learn about their specific process (fax? mail? portal?), fill out a release form, and then wait — sometimes weeks — for the records to arrive.
The process is complicated by HIPAA regulations, which are designed to protect patient privacy but create friction in legitimate transfers. Each provider has a different process, different forms, and different timelines. Some charge fees for record copies. Some require written authorization even after you have called.
For patients switching doctors, moving to a new city, or seeking a second opinion, the records transfer bottleneck can delay treatment by weeks. The phone call is just the beginning of a process that should be simple but rarely is.
How KallyAI Handles Medical Records Requests
Provide Your Details
Tell KallyAI which provider has your records, where they should be sent, your patient information for verification, and what records you need (full history, specific dates, specific tests).
KallyAI Calls the Records Department
KallyAI contacts the medical records department, verifies your identity, and initiates the transfer request.
Navigates the Process
KallyAI asks about required forms, fees, expected timeline, and the best method for transfer (fax, mail, electronic). If a release form is needed, it reports the details.
Reports Next Steps
You receive a summary with the request status, any forms you need to sign, fees, expected delivery timeline, and contact information for follow-up.
Real Example: Transferring Records to a New Doctor
"Call Dr. Johnson's office at City Medical Group and request my complete medical records be sent to Dr. Williams at Riverside Health. My DOB is June 5, 1990. I need records from the past 5 years."
- Call City Medical Group records department
- Verify patient identity with DOB
- Request records from the past 5 years
- Ask them to send to Dr. Williams at Riverside Health
- Ask about timeline, fees, and required forms
Records request initiated. They require a signed release form (can be completed online at their patient portal or faxed). No fee for electronic transfer. Records will be sent within 10 business days after the release form is received. Portal link and fax number provided.
Medical Records: Manual vs. KallyAI
- Find the records department number
- Call during limited hours
- Wait on hold
- Verify your identity
- Explain what records you need and where to send them
- Learn about required forms and fees
- Follow up 2 weeks later to check status
- Records departments with very limited phone hours
- Different processes at every provider
- Having to follow up multiple times
- Unexpected fees for copies
- Tell KallyAI the source and destination providers
- KallyAI handles the initial call
- Complete any required forms
- KallyAI can follow up on status
- Initial call handled without your involvement
- Clear summary of the exact process needed
- Follow-up tracking available
- No confusion about requirements
Frequently Asked Questions
Does HIPAA prevent KallyAI from requesting my records?
HIPAA gives patients the right to request their own records. KallyAI initiates the request on your behalf, but you may need to sign a release form to authorize the transfer — this is standard for any request.
Can KallyAI handle records from multiple providers?
Yes. If you are consolidating records from several providers to one new doctor, KallyAI can call each one separately and track the requests.
Are there fees for medical records?
Some providers charge per-page copying fees or a flat rate. KallyAI will ask about fees during the call and report them to you before any charges are incurred.
How long does a records transfer usually take?
Typically 10-30 business days, though electronic transfers can be faster. KallyAI will confirm the expected timeline during the call.