Ethan Rhodes
Finding old hospital records can be a challenging task, especially if the hospital in question no longer exists. Many hospitals only retain medical records for a certain period, after which they may be transferred to archives, libraries, or historical societies. With the recent changes in laws, many old hospital records are now accessible to the public, although regulations vary by state and locality. Online platforms such as Cyndi's List and Asylum Projects offer searchable databases and links to records for specific hospitals, asylums, and sanatoriums. However, accessing records from mental institutions can be particularly difficult due to privacy concerns and the desire to protect the hospital faculty. Obtaining these records may require proof of the patient's identity, death certificates, and other relevant paperwork.
| Characteristics | Values |
|---|---|
| Who can access the records? | Only the patient or their personal representative has the right to access their records. |
| How to access the records? | Check the health care provider's online patient portal. If the information is not available through the patient portal or the provider does not have an online patient portal, call or visit the provider and ask them how to get your health record. |
| What to do if the information in the record is incorrect? | You can request a change, or amendment, to your record. The health care provider or health plan must respond to your request. |
| How long does it take to access the records? | Records can be thousands of pages long, and it may take some time to find and copy these records. |
| Can the provider deny access to the records? | A provider cannot deny you a copy of your records because you have not paid for the services you have received. However, a provider may charge for the reasonable costs for copying and mailing the records. |
| What if the patient has died? | If the request for records involves a person who has died, you must submit a power of attorney, documents identifying you as the administrator of the person's estate, or other such legal documents stating that you are legally authorized to sign the Authorization for Release of Records form on behalf of that person. |
| What if the records are related to HIV/AIDS? | The requester is required to complete the Authorization for Disclosure of HIV-Related Information form. |
| What if the records are military health records? | Military health records are held at the National Personnel Records Center (NPRC). |
What You'll Learn
Requesting records from a healthcare provider
Requesting your health records is your right under federal law. You can make a request directly to your healthcare provider. The process for doing so will depend on your provider's processes. You may be able to request your record through your provider's patient portal, by filling out a form, sending an email, or mailing or faxing a letter to your provider.
If you are unsure where to start, call the facility where you are requesting records. They can explain their protocol for record transmission. In clinic settings, the receptionist can often assist with these requests. In the hospital, if you reach the operator, ask for the health information department to be directed to the right person.
Your provider may ask you to fill out a record release form and may charge you a reasonable fee for copying and mailing the records. If you are requesting records be sent to another provider, your privacy should be protected. Your provider may require you to complete a release form to document your authorization.
If you are requesting older records, they may be on paper in storage, so it may take some time to find and copy them. After you send in your request, it's a good idea to check with your provider and make sure they received it. If it's been over 30 days and you haven't received your record, call again. If you feel that you're not being taken care of, try calling the customer or patient care department.
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Understanding the process of obtaining records
Start by checking your healthcare provider's online patient portal: Many healthcare providers offer secure online patient portals that allow patients to access certain health information, such as immunisation records, lab results, and appointment scheduling. This is often the quickest and most convenient way to access your health records.
Contact your healthcare provider: If you don't have access to an online patient portal or can't find the information you need, reach out to your healthcare provider directly. Ask to speak with the health information services department or the administrative staff in charge of releasing health records. They can guide you through their specific process for requesting records.
Submit a request for your records: You will likely need to submit a formal request for your health records. This may involve filling out an "authorisation for release of records" form, especially if you want the records sent to another person or entity. Be as specific as possible about the records you need, including dates, types of records, and any other relevant details.
Follow up on your request: After submitting your request, don't hesitate to follow up with your healthcare provider to ensure they received it. Record requests can sometimes get lost or delayed. If you requested a specific delivery date or it has been more than 30 days, it's a good to call and confirm the status of your request.
Understand the fees involved: While you cannot be denied access to your records due to unpaid bills, providers may charge reasonable costs for copying and mailing the records. They cannot charge you for searching for or retrieving the records. Be sure to clarify any fees before finalising your request.
Know your rights: Under HIPAA (the Health Insurance Portability and Accountability Act), you have the right to access your medical records and keep your information private. You also have the right to request amendments if you believe the information in your records is incorrect. Additionally, you can authorise a personal representative to access your records on your behalf if needed.
Keep in mind that the process may vary slightly depending on your location and the specific regulations in your area. Always ensure you are dealing with official sources when sharing sensitive personal information.
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Accessing records via a patient portal
If you are looking for old hospital records, the first step is to check if your healthcare provider has an online patient portal. A patient portal is a secure website that allows patients to perform tasks such as making appointments, contacting their provider, and viewing lab results. It is important to note that not all patient portals provide access to health records.
If your healthcare provider offers a patient portal, you will likely need to register for an account. This process may involve verifying your identity and providing personal information such as your full name, date of birth, patient identification number (PIN), or medical record number (MRN). Once registered, you can log in to the patient portal and navigate to the health records section. From there, you should be able to view and download your health records.
The information available through the patient portal may vary depending on the healthcare provider. Some portals may only provide access to basic health information, such as immunization records, while others may offer more comprehensive records, including lab results and diagnostic reports. It is worth exploring the portal to understand the extent of the health records available.
In some cases, older records may not be accessible through the patient portal. This is because older records may be stored in paper format, which takes time to locate and digitize. If you require older records, you may need to contact the healthcare provider directly and request that they retrieve the records for you. They may charge a reasonable fee for copying and mailing the records, but they cannot charge you for searching for or retrieving them.
It is important to be aware of any limitations or restrictions on accessing medical records. For example, you may not have access to certain types of records, such as psychotherapy notes or the records of another individual. Additionally, there may be state-specific variations in record retention periods, with most providers in the United States required to keep adult medical records for at least seven years.
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Requesting records by phone or in person
If you are requesting your medical records by phone or in person, you will need to contact your healthcare provider. Ask for the health information services department or the administrative staff in charge of releasing health records. If you are an active-duty service member, a veteran, or a Medicare beneficiary, you may be able to access your health information via your government health plan or provider's online patient portal.
If the provider does not have an online portal, you will need to request the records by phone, email, or in person. Many providers will have forms that you need to fill out, but if they don't, you can make a written request. This should include your full name, address, phone number, and secure fax or email address for the provider to send the records to. If you are requesting paper records, you may need to fill out an "authorisation" form, and the provider may charge a fee.
If you are requesting older records, they may be on paper and stored off-site, so it may take some time to find and copy them. State laws vary, but providers typically have 30 to 60 days to deliver the records. If you have not received them after this time, contact the provider to check on the status of your request.
If you are trying to track down old hospital records for genealogical research, modern hospitals may not hold records that go back far enough. In this case, you may need to contact your state or local historical society, library, or archive to access the records in person. Some records may be available online, so check the website of the relevant organisation to see if you can access the records you need.
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What to do if your records are incorrect
If you have found mistakes or discrepancies in your medical records, there are a few steps you can take to correct them. Firstly, determine whether the inaccuracy is significant and requires an amendment. For example, typographical errors in the spelling of a word may be left as is if they do not impact your health or medical care. However, errors in the spelling of your name should be corrected as they can affect the sharing of your records between providers and impact payment for services.
If you decide that an error needs to be corrected, contact your healthcare provider to find out their process for updating or correcting records. They may ask you to write a letter or fill out a form. If they require a form, ask them to send you a copy via email, fax, or mail. For a simple correction, you can strike one line through the incorrect information and handwrite the correction. Attach a copy of the page(s) where the error(s) occur to the form. If the correction is more complicated, you may need to write a letter outlining why you believe the information is incorrect and what the correction should be. Include your name and the date of service in the letter. Make a copy of all the documents you send for your records.
If you legally make healthcare decisions for someone else, you can correct mistakes in their records by following the same process. Under the HIPAA Privacy Rule, a person who is legally authorised to make healthcare decisions for someone else is called a personal representative. Healthcare providers may ask to see a copy of your medical power of attorney or other legal paperwork before responding to your request.
If the doctor or provider who made the mistake has retired or changed practices, the hospital, clinic, or office can tell you who should handle your request.
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Frequently asked questions
Many old hospital records are now available online, and many more can be viewed in person. Hospitals themselves rarely hold old records, so it is best to look elsewhere. You can try searching Cyndi's List in the category "Medical & Medicine" and browse the category index for links to the area you want to search. Asylum Projects is another wiki page dedicated to the history of asylums of all types, which includes a page on how to access genealogical information.
You can try historical societies in the area and see if they have any records of your family member or the place itself. You can also research the facility and, if the building still exists, talk to a local historian or historical society.
Often, mental hospitals don't like to give out old medical records, not to protect the patient, but the faculty and hospital themselves. You will usually have to prove that the person in question was alive and was in the facility, and then provide a death certificate. If you keep trying with the right paperwork that proves your family member was there, you can get some information.
