How to Get Medical Records After a Serious Medical Event
- 7 hours ago
- 4 min read
A Step-by-Step Guide for Patients and Families
After a serious medical event, gathering medical records can feel overwhelming. Many people don’t know where to start, what to ask for, or why certain records matter more than others. This guide breaks the process down into clear, manageable steps so you can move forward without feeling buried. You do not need to do everything at once. Even one small step is meaningful progress.
Whether you’re seeking clarity, managing care, or simply trying to understand what happened, this article walks through how to obtain complete medical records, including records that are commonly missed.
Table of contents:
Why Getting Complete Medical Records Matters
Medical records tell a story over time. They document:
What symptoms were reported
What decisions were made
When treatments occurred
Who was involved in care
Many people receive only summaries, but summaries often leave out details that help explain timelines and medical decision-making. Complete records provide a clearer picture and reduce delays later.
Step 1: Request the Right Records (Not Just Summaries)
When requesting records, always ask for complete medical records, not visit summaries.
Request:
Doctor and nurse notes
Emergency room records
Admission and discharge summaries
Procedure and surgical reports
Medication administration records
Therapy notes
Lab and pathology results
Vital signs and monitoring data
Copy-paste language you can use:
“I am requesting my complete medical record, including all provider notes, reports, imaging reports, and imaging files for the following dates: [first date of service] - [current date].”
Being specific helps prevent delays.
Step 2: Download What You Can From Patient Portals
Patient portals like MyChart can provide fast access to some records.
Look for sections labeled:
Health Records
Visit Summaries
Test Results
Documents
Download everything available and save files as PDFs when possible.
How to download from MyChart:
Step 3: Request Records Directly From Hospitals or Clinics
Many records require a formal authorization.
Typical steps:
Search “[Hospital Name] medical records request”
Complete the authorization form (download it below)
Submit via portal, email, fax, or mail
Track your request
Response times often range from 5–30 days, depending on state laws. Following up every 10–14 days is normal and appropriate
Step 4: Request Imaging Reports and the Actual Imaging Files
This step is commonly missed and very important.
Always request both:
The imaging report
The actual imaging files (DICOM format)
Imaging is often stored separately under Radiology, not Medical Records.
Ask specifically:
“Does this include the full DICOM imaging file set?”
Imaging may be delivered via secure link, CD, or USB. Digital delivery is usually easiest to manage
Step 5: Requesting Records for a Loved One
Additional documentation may be required when requesting records for:
A child (parent or guardian signature)
An incapacitated adult (power of attorney or guardianship)
A deceased loved one (death certificate and estate documentation)
Hospitals can explain exactly what they need, and it’s okay to ask. You will most likely need a HIPAA authorization.
Medical Records Help: Quick Q&A
Q: I don’t have a computer. Can I still get my records?
A: Yes. You can request records by phone, and many offices can send them by mail, email, or fax. If you have a smartphone, you can also take photos of any paperwork and send it to us.
Q: My provider says the records aren’t online. What do I do?
A: That’s common. Ask for “complete medical records” for your date range of treatment and request delivery by email or mail. If they can only fax or mail, that’s still fine—we can work with that.
Q: I can’t access the patient portal. Am I stuck?
A: Not at all. You can request records without portal access. Call and ask for Medical Records or Health Information Management (HIM). If you want portal access, ask for a password reset—it’s usually quick.
Q: They sent a summary instead of the full records. What should I say?
A: Reply with: “Please send the complete record, including provider notes.” (You can also ask for “clinical notes,” “treatment notes,” and any “imaging reports.”)
Q: They told me it’s expensive to get records. What can I say? A: Ask these questions:
“Is there a free option through email or the portal?”
“Can you send only the visit notes + imaging reports to reduce cost?”
“Can you waive or reduce the fee due to hardship?” If you tell us the provider name + fee, we’ll help you find the cheapest route.
Q: I got hit with unexpected fees. What do I do? A: Ask for an estimate before they process anything:
“Can you give me a cost estimate before you release the records?”
“Can you confirm the cost in writing by email?” If the fee is high, ask if they can send just the most important items first (provider notes + imaging reports).
Q: I don’t know what to say or how to request them.
A: Use this script (read it word-for-word): “Hi, I need complete medical records for [date range]. Can you send them by email or mail? If you need an authorization form, please email it to me.”
Q: It’s taking forever — there are long delays. What should I do? A: Follow up every 10–14 days until they confirm it’s processed. When you call, ask:
“Has this been processed yet?”
“What’s the status and expected send date?”
“Is anything missing from my request?”
Q: My request was denied. What now? A: Ask why it was denied and exactly how to resubmit:
“What was the reason for denial?”
“What do you need from me to approve it?”
“Can you send me the correct form or instructions to resubmit?”
Q: I don’t have transportation and can’t go in person. A: Most providers can handle this without an in-person visit. Ask if they can email, mail, or fax the records instead of requiring pickup. If they truly require pickup, tell us—we’ll help you prioritize the most important records first so you don’t waste trips.
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