Medical Records Requests
To request records:
- Download our form.
- Complete and sign it (Incomplete forms will not be processed).
- Submit via Secure Upload.
- Payment: Once the form is received and reviewed, an invoice will be sent to your email.
Please allow 15 days for processing.
Medical Records Request FAQ
1. How long will my request take?
Medical record requests are typically processed within 15 days, which is the standard required under California Health & Safety Code § 123110. The 15-day processing period begins upon receipt of a complete and valid authorization. We appreciate your patience as we ensure all documentation is accurately compiled.
2. How will I know when my request is completed?
The invoice serves as confirmation that your request has been processed. Receipt of this invoice via email is the official notification that your records are ready for delivery.
- Electronic Delivery: Once the invoice is paid in full, your electronic records will be sent by the means you specify.
- Mail Requests: If you requested paper copies, the invoice must be paid in full before the documents are dispatched via USPS.
3. Can the clinic hold my records if the invoice is not paid?
Yes. While we do not withhold records for unpaid medical treatment balances, California law allows healthcare providers to require payment of the clerical and duplication fees associated with a records request before the files are released. Your request will remain “pending” until the invoice is settled.
4. What happens if my form is incomplete?
If your request is incomplete, processing will be delayed until a corrected authorization is received. It is the requester’s responsibility to ensure the form is filled out accurately and entirely before submission to avoid these delays.
*Common omissions include missing initials, missing signatures, or failing to provide a destination email/fax number.
5. What should I do if my request is not completed?
If you have not received an invoice or your records within the 15-day window, please:
- Check your Email: Look for an invoice in your inbox or spam folder.
- Verify your Form: Ensure the authorization form was completed in its entirety. If you missed a section (such as initials), please submit a new, corrected form.
6. What are the most common reasons a request is not finalized?
- Unpaid Records Invoice: This is the most frequent reason records are not sent.
- Missing Destination: Requesting an email or fax delivery without providing the actual address or number.
- Missing Initials/Signature: A valid, signed, and initialed authorization is a legal requirement for the release of health information.
7. Is there a fee for my records?
Yes. In accordance with California law, we charge a reasonable, cost-based fee for the preparation of your records:
- Clerical Fee: A flat fee of $6.50 is charged per request to cover the labor involved in locating, retrieving, and verifying the records. This fee covers the cost of preparing your electronic copy.
- Paper Copies: In addition to the clerical fee, paper copies are charged at $0.25 per page.
- Postage: For all requests involving physical mail, the actual cost of postage will be added to your invoice.