Transferring Medical Records: A Phone and Fax Nightmare
Despite decades of electronic health record adoption, transferring medical records between healthcare providers remains one of the most frustratingly analog processes in modern life. Different health systems use incompatible EHR platforms, HIPAA regulations create verification requirements at every step, and the default method for sending records between unaffiliated providers is still the fax machine.
When you switch doctors, see a new specialist, move to a different city, or simply want a copy of your own medical records, you typically need to call the medical records department, request a release form, fill it out, return it, wait for processing, and then follow up when the records do not arrive on time. Each step introduces potential delays, and the phone calls to check status can be just as frustrating as the original request.
Patients have a legal right to their records under HIPAA, but exercising that right should not require an afternoon of phone calls. Here is how to navigate the process.
Why Transferring Records by Phone Is So Difficult
- !Medical records departments are understaffed and have long hold times
- !Each facility has its own release form and process requirements
- !HIPAA verification adds time to every phone interaction
- !Different EHR systems (Epic, Cerner, Athena) do not communicate well with each other
- !Processing times range from 3-30 days depending on the facility
- !Following up on delayed transfers requires calling both the sending and receiving office
Ways to Transfer Medical Records Without Calling
Patient Portal Download and Upload
WorksDownload your records from one health system patient portal and upload or bring them to the new provider.
Patient portals often only contain summaries, not complete records. Imaging (X-rays, MRIs) is usually not downloadable through the portal. Some providers want records sent directly from the other facility, not from the patient.
Epic MyChart Care Everywhere
WorksIf both providers use Epic, records can flow automatically through the Care Everywhere network.
Only works when both providers are on Epic. Not all Epic sites participate in Care Everywhere. Historical records from pre-Epic systems may not be included. The receiving doctor needs to know to look for the records.
Written Request via Mail or Fax
WorksSend a signed authorization form to the medical records department via mail or fax.
Slow, typically 2-4 weeks processing. You need to obtain the correct form first. Mailed requests can be lost. Faxing requires access to a fax machine. No real-time status tracking.
Third-Party Apps (Ciitizen, PicnicHealth)
WorksHealth data aggregation platforms that collect and organize your medical records from multiple providers.
Limited provider coverage. Setup requires authorizing access to each provider. May take weeks to gather records. Privacy concerns with storing records on third-party platforms. Not all providers cooperate with these services.
KallyAI Executive Assistant
WorksKallyAI calls the medical records department, requests the transfer, provides the necessary details, and follows up on processing status.
The facility may require a signed written authorization form in addition to the phone request. KallyAI can initiate the process and handle follow-ups, but you may need to sign and return a form.
Let KallyAI Handle Your Records Transfer
KallyAI calls the medical records department, requests the transfer to your new provider, and follows up until the records are received. No more sitting on hold with the records office.
Provide the details
Tell KallyAI the sending facility name and records department number, the receiving provider name and fax number, what records you need transferred, and the date range.
KallyAI initiates the request
The AI calls medical records, provides the required information, and asks about any forms that need to be signed.
Form handling coordinated
If a signed authorization form is needed, KallyAI gets the form sent to you and lets you know exactly what to sign and return.
Follow-up until complete
KallyAI calls back to check processing status and confirms when the records have been sent to the receiving provider.
Frequently Asked Questions
How long does it take to transfer medical records?
Legally, providers must respond to records requests within 30 days under HIPAA. In practice, electronic transfers between compatible systems take 1-3 days. Fax and mail transfers typically take 1-2 weeks. Following up by phone can speed up the process.
Do I have to pay to transfer my medical records?
Providers can charge reasonable fees for copying and sending records. Fees vary by state and format. Electronic delivery is usually cheaper than paper. Some providers waive fees for patient-to-patient transfers.
Can I get my medical records transferred without a signed form?
Most facilities require a signed HIPAA authorization form before releasing records. A phone call can initiate the process and get the form sent to you, but the actual transfer typically needs your written consent.
What if my old doctor office has closed?
Closed practices are required to arrange for records custody. Check with the state medical board, the hospital where the doctor had privileges, or the practice management company that took over. KallyAI can make these investigative calls for you.