Frequently Asked Questions

How do I download my records?

Once we receive your records, we will send you a link and a password and you will be able to view your records. If you want to check the status of your order, you can click the “check status” button in the top right corner of the website.

Am I entitled to my original medical record?

The original medical record is the property of the physician, not the patient. As a patient, you are entitled to the information within your record, via a photocopy of your medical record, at your expense for a fee structure set by the state of California.

For more information, you can read about Retention of Health Information (PDF)

Why do I have to pay to obtain my own medical records?

Most physicians receive too many requests for medical records. In order to provide the best patient care and a timely response to medical records requests they have partnered with Order Medical Records to provide this service.

What does Order Medical Records charge?

Order Medical Records has a fee schedule that correlates to the size of your medical record. This fee includes the administrative and medical review costs incurred by your doctor’s office, the copying costs based on chart size and shipping fee.

Delivery Type

Price

Online Download Only

CD Delivery and Online Download

Paper Delivery and Online Download

Rush Fee (if requested)

Overnight Mail (if requested)

Certified On-site Field Agent (if requested or required)

$34.99

$49.99

$54.99

$20.00

$25.00

$20.00**

**Covers most major metropolitan areas.
***Multiple requests receive 10% discount per order.

Please note these fees apply to charts up to 200 pages. Additional fees will apply to charts larger than 200 pages. Some physicians/facilities require a payment to release medical records; Order Medical Records will pass this cost on to you in addition to our service fee. (Order Medical Records will contact you if the doctor/physician fee exceeds $30)

Do you give group or volume discounts?

Yes. Depending on the circumstances, we are always trying to engage in constructive business opportunities.

What are my payment options?

Since we do not know the final cost of records until we copy the chart, payment by credit card is the fastest and most efficient option. You can pay by check, however, this will delay the process by 5 – 7 business days.

What are my delivery options?

We encourage our users to download the records online to ensure confidentiality and if needed we can ship paper records. To ensure that records are delivered to the correct location, we will need to send this via Federal Express.

Who is authorized to sign for a release of my medical record?

You the patient, anyone you have granted the power of attorney to, a parent if you are younger than the age of 18, a parent in minor if the patient is between ages 12 to 17 and receiving psychiatric, alcohol, or drug treatment services, the patient’s legal guardian, and a representative of the estate for deceased patients.

How much does it cost to receive a copy of my health information?

The fee for patients to access copies of their health information will be specific to each provider so please check with your provider.

May my spouse request and receive copies of my medical record?

Yes, but only with your written consent. You must sign a release of information form authorizing a provider to release copies of your records to your spouse.

Can the information be faxed to me?

Generally no – providers cannot fax medical records or any health information due to confidentiality issues.

How long do providers keep records and how far back can I request information?

The specific answer to this will actually vary state by state. Most states require medical records to be kept for the statute of limitations period for adults and the age of majority, plus the statute of limitations period for minors. The time period varies by state, but in general, it’s anywhere from seven to ten years. There are some providers who actually keep that information much longer than the mandatory minimum so please check directly with your hospital or physician’s office.

Can I request birth certificates from the hospital where I was born?

The hospital where you were born has a record of your birth, but not your birth certificate. You can only obtain a copy of your birth certificate from the department of health or the department of records in the state where you were born.

Can my health information be used without my consent? If so, when?

Your health information can actually be used for treatment, payment, or operations purposes as well as when required by law without your consent.

The first is treatment. An example is when a patient comes to the emergency department for care. It may have been a patient in the hospital a month ago and the emergency room physician needs your records now to help make better treatment decisions for your current care. You will not be asked to authorize this use or any similar types of uses of your medical record.
The next is payment. An example would be your surgeon who sends a bill to your insurance company for a hernia repair that they performed on you. The insurance company representative processes the bill and it kicks out on one their company edit screens. In order to pay the bill, the insurance company needs to review your entire medical record.
Here is another example where you will not be asked to authorize this release of your information or similar uses of your medical records – operations. An example for using your medical records for operations is when the joint commission on accreditation of healthcare organizations is visiting a hospital where you received care last year. Let’s say the representatives are there to inspect the hospital’s operations to determine if they should renew the hospital’s accreditation. The review team requests a random list of 25 records for their review to actually qualify for completeness purposes. You will not be asked to authorize this or similar uses of your medical records.
Lastly, your record may actually be required by law to be released to certain individuals. The hospital or a physician office receives a subpoena for your medical record. In this case, the hospital must comply by law with this request. So your authorization will not be obtained in this or similar types of situations.

You own your health information. As with anything you own, it’s up to you how or if you take care of your property. Being aware of the value of your property, what you can do with it, and how it can help you may make a difference in whether you choose to exercise the rights you have in your health information. It’s your decision to make. Do it now!

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