How to Get Your Medical Records
Last updated September 10, 2026.
Under federal law, you have the right to access your medical records from any doctor, hospital, or health plan that has treated you. Most providers offer online patient portals for instant access, but you can also submit a formal written request. Records are typically available within 30 days, and some fees may apply.
Your legal right to records
The Health Insurance Portability and Accountability Act (HIPAA) gives you the right to inspect and obtain copies of your medical records. This includes doctor visit notes, test results, imaging reports, immunization records, and billing information. The right applies to most health care providers, health plans, and pharmacies.
Providers must respond to your request within 30 days, though they can extend this by another 30 days if they notify you in writing. You do not need to explain why you want your records. Mental health records and notes from psychotherapy sessions have some additional protections, but you still have access to most treatment information.
If a provider denies your request, they must explain why in writing and tell you how to file a complaint with the Department of Health and Human Services. Legitimate reasons for denial are rare and typically involve situations where disclosure might endanger you or someone else.
Using patient portals
Most hospitals, clinics, and large medical practices now offer online patient portals. These websites or apps let you view test results, visit summaries, medications, and immunization records directly. You usually get access after your first visit by creating an account with your email and a verification code sent to you.
Patient portals are the fastest way to get records. Lab results often appear within hours, and visit notes typically post within a few days. You can download or print documents as PDFs at no charge. Some portals also let you request prescription refills, message your doctor, and schedule appointments.
Not all records appear in portals immediately. Older records from before the portal launched may not be digitized, and some images like X-rays or MRIs may require a separate request. If you cannot find what you need, contact the medical records department directly.
Making a formal request
If you need records not available through a portal, or if the provider does not offer online access, submit a written request to the medical records department. Most providers have a standard form on their website, or you can write a letter that includes your full name, date of birth, contact information, the specific records you want, and your signature.
Specify the date range you need, such as all records from the past year or records from a particular visit. If you want records sent to another doctor or specialist, include that provider's name, fax number, and address. Some offices require you to pick up records in person and may ask for a photo ID.
Keep a copy of your request for your records. If you do not hear back within 30 days, follow up with a phone call. Providers must either fulfill the request, explain a delay, or provide a written denial with reasons and your right to appeal.
Costs and fees
Providers can charge reasonable fees for copying and mailing records, but the fees must be cost-based. Federal rules cap charges for electronic copies at around $5 to $10 for most requests, though costs for paper copies, CDs, or thumb drives can be higher. Some states have lower fee limits.
You cannot be charged a fee just to access or review your records in person. Fees only apply when you request copies. If you ask for records to be sent directly to another provider for continuing care, many states prohibit charging any fee at all.
If the cost seems excessive, ask for an itemized breakdown. You can file a complaint with your state health department or the federal Office for Civil Rights if you believe the fees violate HIPAA rules. Some providers waive fees for patients facing financial hardship.
Sending records to a new doctor
When you see a new doctor or specialist, they often need records from your previous providers. You can request that your old provider send records directly by filling out a release of information form. Include the new doctor's name, fax number, and office address. This process typically takes one to two weeks.
Another option is to obtain your own copies and bring them to the new appointment, either as printed documents or files on a USB drive. This gives you immediate access and avoids delays. Some patients keep a personal health record folder with recent test results, medication lists, and immunization histories.
If you are switching primary care doctors, ask your new office if they have a standard records request process. Many clinics will handle the transfer for you once you sign a release form. Confirm that the records arrived before your first appointment so the new doctor has the information needed.
When you cannot get records
If a provider closes or goes out of business, your records should transfer to another doctor or a storage company. Contact your state medical board or health department to find out where the records went. Some states require providers to notify patients and publish information about record retrieval before closing.
For very old records, providers may have destroyed them according to state retention laws. Most states require medical records to be kept for at least five to seven years after your last visit, and longer for minors. If records no longer exist, the provider should tell you in writing.
If you believe a provider is wrongly withholding your records, file a complaint with the Office for Civil Rights at the U.S. Department of Health and Human Services. You can submit complaints online at hhs.gov/ocr or by calling 1-800-368-1019. Include details of your request and any written responses you received.
Common questions
How long does it take to get my medical records?
Providers must respond to your request within 30 days under federal HIPAA rules, though they can extend this by another 30 days if they notify you in writing. Online patient portals often provide instant or same-day access to recent records. If you request records be sent to another doctor, allow one to two weeks for the transfer.
Can I get my medical records for free?
You cannot be charged to view your records in person or access them through a patient portal. If you request copies, providers can charge reasonable fees based on copying and mailing costs, typically $5 to $10 for electronic files and more for paper copies. Some states prohibit fees when records are sent directly to another provider for your care.
What if my doctor will not give me my records?
Providers are required by federal law to give you access to your medical records. If a provider refuses, they must provide a written explanation and inform you of your right to file a complaint. You can submit a complaint to the Office for Civil Rights at the U.S. Department of Health and Human Services at hhs.gov/ocr or by calling 1-800-368-1019.
Do I need a reason to request my medical records?
No, you do not need to explain why you want your records. Under HIPAA, you have the right to access your medical information for any reason or no reason at all. Providers cannot require you to justify your request or withhold records because they disagree with your purpose.
Can I get records from a doctor who retired or closed their practice?
If a provider closes, your records should be transferred to another doctor or a records storage company. Contact your state medical board or health department to find out where the records went. Providers are generally required to notify patients before closing and provide information about how to retrieve records.
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