Request or release medical records

Getting your own records

A patient or authorized personal representative can request access to the designated record set. Tell the provider which records and dates you want, whether you want to inspect them or receive a copy, and your preferred delivery format. Federal access and copy-fee rules apply to qualifying access requests. Psychotherapy notes and information compiled for a legal proceeding are among the access exceptions. A request to send information to someone else can follow a different procedure. Federal access rule.

Sending records to a named recipient

Identify who may disclose the records, who may receive them, the information and dates covered, the purpose, and when permission expires. Check the consequences of declining and how to revoke the authorization. If someone is signing for the patient, confirm their authority for the particular care and records. A family relationship alone does not establish that authority. Federal authorization rule.

Choosing sensitive categories

A provider’s participation in a Part 2 program does not select substance use disorder records for disclosure. Choose those records only when you intend to include them. One named disclosure, future treatment and payment disclosures, separately maintained SUD counseling notes, an intermediary and use in a proceeding require different decisions. The builder can prepare an unsigned inquiry when the provider’s separate consent or evidence is needed. An inquiry grants no permission. Federal Part 2 rule.

Where the records are held

Identify the provider’s location and the recipient’s location separately. Deadlines and fees can depend on the type of provider, whether you are inspecting or copying records, and the purpose. California’s physician inspection and copying deadlines, for example, govern different requests. In New York, a qualified person’s opportunity to inspect under Public Health Law § 18 is distinct from authorizing delivery to an attorney. A provider may require additional consent for HIV, mental-health, genetic or substance use treatment records. California physician records. New York patient access.

When the record holder is in Washington

For a patient access request, identify whether the patient already received the same disability-appeal records free within the last two years. For a release to an employer or financial institution, identify the recipient’s affiliation and whether the disclosure is for payment for health care. A nonpayment authorization to either recipient can last no more than one year. The treatment, the minor’s own authority and corrections supervision can change the release.

Washington authorization and copy rules · Patient access and provider response

Oregon disability appeal copies

A patient or personal representative appealing a denial of Social Security disability benefits can request one free copy of qualifying records from a covered Oregon holder. Identify the onset date alleged in the initial application, the administrative hearing, any records already supplied and the patient's choice of paper or electronic format. For a signed authorization, measure a relative expiration from the date of actual signature.

Oregon hospital and health-center requests for law enforcement

If the holder is an Oregon hospital or federally qualified health center, identify the purpose and the information sought. The patient's signature cannot independently authorize disclosure of citizenship, immigration status or country of birth for law enforcement. Select ordinary records that can be separated, or request the facility's procedure without authorizing a release. The facility must verify any court order or separate legal requirement.

View an example

Each example uses fictional information. Choose the scenario that matches the question you want to explore.

• Personal copy, adult patient
• Records sent to a named provider, SUD records excluded
• Minor with independent authority, targeted release
• Parent signs for ordinary records; SUD records excluded
• Minor and guardian sign the named Part 2 disclosure
• Verified representative requesting a personal copy
• Deceased patient’s authorized representative
• One named disclosure of selected Part 2 records
• SUD category excluded even at a covered provider
• Unsigned inquiry about separately kept SUD counseling notes
• Unsigned inquiry about future treatment or payment consent
• Unsigned inquiry about use of an intermediary
• Personal access to California physician records from New York
• Disclosure paired with the separate state-sensitive procedure
• Named attorney, ordinary records, SUD records excluded
• Unsigned inquiry about use in a proceeding
• Targeted release with a specific lawful condition
• Washington → Oregon: Standard request, employer outside payment for care
• Washington → Oregon: Standard request, financial institution outside payment for care
• Washington → Oregon: Minor’s ordinary records, employer outside payment for care
• Washington → Oregon: Minor’s ordinary records, financial institution outside payment for care
• Washington → Oregon: Estate representative, employer outside payment for care
• Washington → Oregon: Estate representative, financial institution outside payment for care
• Washington → Oregon: Sensitive records, employer outside payment for care
• Washington → Oregon: Sensitive records, financial institution outside payment for care
• Washington → Oregon: Legal or insurance request, employer outside payment for care
• Washington → Oregon: Legal or insurance request, financial institution outside payment for care
• Washington → Oregon: Disability appeal, first free copy
• Washington → Oregon: Disability appeal, same records previously supplied
• Washington → Oregon: Disability appeal, some records previously supplied
• Washington → Oregon: Sensitive records, current corrections supervision
• Washington → Oregon: Sensitive records, continuing treatment program
• Washington → Oregon: Sensitive records, no corrections supervision
• Washington → Oregon: Unsigned inquiry, recipient affiliation unknown
• Washington → Oregon: Employer authorization with an identified ending event
• Washington provider and recipient: Disability appeal, first free copy
• Washington provider and recipient: Minor’s ordinary records, employer outside payment for care
• Washington provider and recipient: Estate representative, financial institution outside payment for care
• Washington provider and recipient: Sensitive records, current corrections supervision
• Washington provider and recipient: Legal or insurance request, employer outside payment for care
• OR → WA: Named doctor — six months
• OR → WA: Parent authority — six months
• OR → WA: Estate representative — six months
• OR → WA: Limited sensitive records — six months
• OR → WA: Insurance or legal disclosure — ninety days
• OR → WA: Insurance or legal disclosure — six months
• OR → WA: Insurance or legal disclosure — one year
• OR → WA: Insurance or legal disclosure — event
• OR → WA: Insurance or legal disclosure — specific date
• OR → CA: Disability appeal, confirmed covered holder, earlier copies not received
• OR → CA: Disability appeal, confirmed covered holder, earlier copies partially received
• OR → CA: Disability appeal, confirmed covered holder, earlier copies already received
• OR → CA: Disability appeal, confirmed covered holder, earlier copies unconfirmed
• OR → CA: Disability appeal, holder coverage unconfirmed, earlier copies not received
• OR → CA: Disability appeal, holder coverage unconfirmed, earlier copies partially received
• OR → CA: Disability appeal, holder coverage unconfirmed, earlier copies already received
• OR → CA: Disability appeal, holder coverage unconfirmed, earlier copies unconfirmed
• OR → WA: Ordinary patient copy, other
• OR → WA: Ordinary patient copy, unknown
• CA → OR: California record holder and Oregon recipient
• Oregon record holder and recipient: Disability appeal, confirmed covered holder, earlier copies not received
• Oregon record holder and recipient: Parent authority — six months
• Oregon record holder and recipient: Estate representative — six months
• Oregon record holder and recipient: Limited sensitive records — six months
• Oregon record holder and recipient: Insurance or legal disclosure — event
• Named recipient — separable records with protected details excluded
• Named recipient — unsigned procedure inquiry
• Minor and parent — separable records with protected details excluded
• Minor and parent — unsigned procedure inquiry
• Estate representative — separable records with protected details excluded
• Estate representative — unsigned procedure inquiry
• Limited sensitive records — separable records with protected details excluded
• Limited sensitive records — unsigned procedure inquiry
• Insurance or legal — separable records with protected details excluded
• Insurance or legal — unsigned procedure inquiry
• Named recipient — separable records with protected details excluded — Oregon to OR
• Named recipient — separable records with protected details excluded — Oregon to DC
• Named recipient — separable records with protected details excluded — Oregon to WA

Download an unsigned sample request for the provider’s procedure.