My Medical Records Experience

Hi Nancy:

I'm glad you have a new physician who is truly a partner!  A fee of $88 is outragious--I paid $10 and $25, respectively, for medical records copied AND mailed across the USA (after moving) but felt those were reasonable given the "long histories" and shipping fees.  Glad you were able to give it resolved and "let it go." 

Clemmie

I just paid $68 for about 15 pages of records to be sent to my new HA specialist!!!!  I know that's a LOT of $$$!  But they knew they had me...my new doc FIRMLY told me he wanted my new records at the first visit!!!  (And I was feeling so rotten that I probably would've paid $1000 for them!!!)

jenny

All of my docs right now are stellar when it comes to my records, but it hasn't always been this way. I did learn a few things along the way that have helped.

1. Always keep copies of your records in a file at home, no matter what doctor you're seeing. Asking for the record from last visit is usually not a big deal. Get the copy made while you're in with your doc and take it home. Put it in a file especially for this purpose. Either a file or a 3 ring binder works well. I always put my records in front of the last ones done so they aren't mixed up. Not many offices are going to pitch a fit for copying 1 or 2 pages, especially if you ask at the desk in front of the other patients. If you get labs done, get those results as soon as they come in. I have a fax and they are simply faxed directly to me when completed. The fax requires a special release be filled out at each office, but when done with a cheerful smile and an understanding tone, I've not yet had this fail me, especially when accompanied by #3.

2. I often end up in the ER far from my doc's office, and my records can be very important to have with me to ensure that I am properly treated and do not have to have tests or treatments repeated. Sometimes reminding the staff of this can be helpful in requesting those records the day of every visit.

3. Have a good relationship with your doctor's office personnel. A plate of warm cookies when you visit does a great deal to cement your smiling face in their minds in a positive way.

When all else fails, I have been known to get down and dirty to ensure my health or the health of my children by quickly obtaining our records in bad situations.

1. "Make like a bag of cement." This is what my mother told me years ago. When you can't get proper service, politely tell them that you will be waiting for them whenever they are finished. Get up every half hour or so and nicely, but fairly loudly ask if the copy of your records is finished yet as you have another appointment to get to. Reading them the appropriate HIPPA rules always helps. Continue until either the office closes, they physically throw you out, or you get your copies.

2. Call 1 day in advance and tell the office personnel that you have been asked to hand CARRY a copy of your records to a doctor's appointment (whether that's the truth or not) and that you will be at the office at 00:00 (whatever time) tomorrow to pick them up. Most docs offices are used to this practice and will be able to make your copies in time for your appointment, even if they sound upset about it. I have never told a doc's office that I'm changing physicians, simply that I have another doc I'm seeing for other issues that requested the full records since my case is so complicated.

Truly, #3 is the best thing that you can do to ensuer excellent service from your doc's office. 90% of your dealings will be with the office personnel, so keeping them happy, and making sure they remember you in a good way is important. Sometimes they've just been stressed out and had a hard day too. I usually try to make some small talk at some point, and asking them about their own lives or experiences is also helpful. I ALWAYS smile, even when I'm puking. :) I am so thrilled that ALL of the staff I'm in touch with now is just the best I could imagine. It's taken me 25 yrs to get to that point tho, and it was a long, hard battle.

I understand why you felt it was the "high road" to let it go and not cite HIPPA to them.  My concern is that not confronting them makes it more likely they will treat another patient the same way--maybe one who isn't as knowledgeable about his/her rights as you are. 

I believe in holding people accountable for their behavior--always respectfully and positively, but definitely holding them accountable.  Doing so not only helps others who may be depending on the person, but also may lead to healing and growth for the person held accountable.

This doctor needs to learn he is not the right doctor for everyone, and learn to let go of patients gracefully.