Last Updated March 21, 2024
What is a Medical Records Release?
A Medical Records Release is used to request that a health care provider (physician, dentist, hospital, chiropractor, psychiatrist, etc.) release a patient's medical records, either to the patient, a third party (such as an employer or insurance company), or both.
A Medical Records Release is also known as a:
- Medical Records Authorization
- Request for Medical Records
- Medical Records Request
- Medical Information Release Form
A Medical Records Release typically includes information about:
- The patient or their representative
- The organization that holds the records
- The organization or individual requesting access
- The period of duration for the release
If there are any errors in the records, individuals can also include details about the errors (such as where the errors are located) and the corrections.
Who are the parties in a Medical Records Release?
A Medical Records Release often involves four main parties, depending on the situation:
- The patient: The patient is the person whose medical records are being released to another party; this is often the person who received or is receiving some type of medical treatment in relation to the records that are to be released.
- The guardian: A guardian (or legal representative) is only involved when the records relate to a minor or a dependent adult (such as an adult who has mental disabilities). Minors and dependents cannot authorize their own medical release, so a guardian is required to do so on their behalf.
- The organization holding the records: This is where the records are currently being held. This could be any type of medical facility, such as a hospital, clinic, doctor's office, massage therapist, etc.
- The organization or individual that requires access: In some instances, medical records need to be shared with organizations or individuals such as lawyers, insurance companies, or employers.
For example, if you were injured in a motor vehicle accident and required physiotherapy, your physiotherapist may be required to provide your lawyer or insurance company with information about your injury and would require a Medical Records Release Form to do so.
Why do I need a Medical Records Release?
The Health Information Portability and Accountability Act (HIPAA) has rules in place to protect health information from being improperly used or disclosed. When someone requests access to your medical records, HIPAA requires that they obtain your consent.
Using a Medical Records Release helps prevent the release of medical records to unauthorized parties and helps keep your information confidential.
How long are Medical Records Release good for?
When creating your Medical Records Release, you can set an end date that will invalidate the consent form once that date has passed. A Medical Records Release can remain valid for years or even decades; however, it is highly recommended that you limit the validity of your Medical Records Release to two years or less in order to help prevent unauthorized disclosure of your medical records.
