To transfer medical records to a new doctor, identify the records needed, submit a clear written request to the office that maintains them, and provide accurate delivery information for the new clinic. Starting early and tracking the request can make it easier for your new provider to understand your health history and continue appropriate care.
The patient can request access to medical records covered by the HIPAA right of access. An authorized personal representative may also act for the patient when legally permitted. For a minor, the parent or legal guardian may generally request records, although exceptions can apply depending on the type of care and applicable law. (hhs.gov)
HIPAA generally gives patients access to protected health information, or PHI, maintained in a “designated record set.” In plain language, this includes many records used to make decisions about the patient, such as clinical notes, test results, medical images, medication information, and billing records. Limited exceptions apply, including separately maintained psychotherapy notes and certain information prepared for legal proceedings. (hhs.gov)
When another person submits the request, the office may ask for documentation showing that person has authority to act for the patient. Clinics may also take reasonable steps to verify identity before releasing sensitive information.
Patients planning a broader provider transition can review how to switch primary care doctors.
Begin by contacting the old clinic and asking who handles record requests. This person or department may be called the medical-records office, health-information department, or record custodian.
The Texas Medical Board directs patients to submit a written request to the physician and recommends certified mail with a return receipt so there is proof of delivery. Its public guidance states that Texas patients may request personal copies or ask that records be sent to a new doctor or another designated recipient. (Texas Military Board)
A practical request process is:
Do not send medical details through an unsecured channel without first asking the office how it protects patient information.
For more focused instructions, see how to request medical records from your old doctor.
A medical records release form should clearly tell the record holder whose information is requested, what should be released, and where it should go.
The form commonly asks for:
When a patient uses the HIPAA right of access to direct records to another person or organization, the request must be in writing, signed, and clearly identify the recipient and where the information should be sent. HHS states that an electronic signature, scanned request, secure portal submission, fax, or mailed request may be accepted. (hhs.gov)
A patient access request is not always the same as a broader HIPAA authorization. Ask the office which process applies rather than filling out unnecessary or unrelated paperwork.
Yes. You can direct the old office to send records directly to the new doctor. Under HIPAA, a valid patient-directed request must identify the recipient and delivery destination. (eCFR)
HIPAA also permits healthcare providers to share relevant PHI with another provider for treatment without obtaining a separate patient authorization. For example, a physician may send records to a specialist or another clinician who will treat the patient. Reasonable privacy safeguards must still be used. (hhs.gov)
Even though HIPAA permits provider-to-provider sharing for treatment, an office may still ask the patient to complete its standard form. This can help confirm the requested scope and correct destination.
Before submitting the request, call the new clinic and verify its:
One incorrect digit in a fax number can delay delivery or create a privacy risk.
Processing time varies, but federal and Texas rules provide outside limits in many situations.
Under the HIPAA right of access, a covered entity generally must act on a request within 30 calendar days after receiving it. One extension of no more than 30 additional days may be used when the organization sends written notice during the original period explaining the delay and providing a completion date. The 30-day period is an outside federal limit, not the expected turnaround for every request. (eCFR)
Texas Medical Board guidance states that a Texas physician must provide requested records within 15 business days after receiving the written request and reasonable fees. Different rules may apply to records maintained by hospitals, laboratories, insurers, or providers governed by another licensing authority. (Texas Military Board)
Delays can result from incomplete forms, missing signatures, identity verification, unclear date ranges, archived records, unpaid permitted fees, or incorrect delivery information.
Request records before your first appointment when possible. For a closer look at timing, read how long medical record transfers take.
A doctor may charge a medical records transfer fee, but federal rules limit what can be included when a patient exercises the HIPAA right of access. The fee must be reasonable and cost based. It may include permitted copying labor, supplies, postage requested by the patient, and an agreed fee for preparing a summary or explanation. Search, retrieval, verification, and general system-maintenance costs cannot be included in the HIPAA access fee. (eCFR)
The Texas Medical Board currently lists maximum fees for physician records, including no more than $25 for the first 20 paper pages and $0.50 for each additional page. It lists electronic-record maximums of $25 for 500 pages or fewer and $50 for more than 500 pages. Hospital-record fees follow different rules. (Texas Military Board)
Ask for the estimated fee before authorizing a large request. A focused request may be faster and less expensive than ordering every item in the chart.
Which medical records to transfer depends on your current health needs and why you are seeing the new doctor. You can request specific records, dates, or categories rather than automatically requesting the entire chart. HIPAA requires access to the PHI requested by the patient, but it does not require the organization to create new explanations or information that does not already exist. (hhs.gov)
Records commonly helpful to a new primary care provider include:
People with complex conditions or long treatment histories may benefit from transferring a broader set of records. Ask the new clinic what it needs before ordering everything.
Learn more about which medical records to transfer and preparing for a first appointment with a new primary care doctor.
If a medical records request is delayed, first confirm that the correct office received a complete, signed request and any permitted payment. Ask for the date received, current status, expected completion date, and reason for the delay.
Under HIPAA, a denial of access must generally be provided in writing and explain the basis for the denial, any available review rights, and how to submit a complaint. If the organization does not maintain the requested information but knows where it is held, it must tell the patient where to direct the request. (eCFR)
When a Texas physician has retired, closed the practice, or died, the Texas Medical Board advises checking the physician’s profile for contact details and asking whether a record custodian or another physician assumed responsibility for the files. Texas does not maintain a centralized repository containing every patient’s medical records. (Texas Military Board)
Do not automatically cancel needed care because records are pending. Ask the new clinic whether you should attend with your medication list, pharmacy details, recent results, discharge documents, and other available information.
Las Caritas Walk In Clinic and Family Medicine provides primary care and family medicine at 4402 Broadway Boulevard, Suite 9A, Garland, TX 75043. Walk-ins are accepted based on availability, and same-day appointments may be available when scheduling permits. (Las Caritas Walk In Clinic)
Call (214) 501-3049 to ask which records or documents may be helpful before establishing care. Las Caritas can discuss appointment preparation and primary care and family medicine in Garland, but the clinic cannot guarantee when another organization will release records or retrieve every record automatically.
Helping with love and compassion, one patient at a time. Local primary care, walk-in visits, preventive care, labs, physicals, and family medicine in Garland, TX.
Walk-ins accepted based on availability.