How to Get Your Medical Records

Written by: Holly Cuevas; Lead RN Care Manager
Last updated: October 10, 2026
Read time: 5 min

Key points

Under the federal health privacy law (HIPAA), a doctor, hospital or health plan has 30 days to give you your records. They can take 30 more days only if they tell you why in writing.
They may charge only a limited fee based on their cost. The federal Department of Health and Human Services (HHS) says one option is a flat fee of up to $6.50. That's for an electronic copy of records kept on a computer.
You can ask for a digital copy, or have an electronic copy sent straight to someone else, like a new doctor.
If a provider refuses or stalls, you can file a complaint with the HHS Office for Civil Rights within 180 days.

A federal law called HIPAA gives you the right to see and get a copy of your medical records. If an office keeps putting you off, these rules are on your side. You ask the office, hospital or health plan that has the records, usually in writing.

You have a right to records from

Doctors, dentists, clinics, hospitals and nursing homes.
Pharmacies, psychologists and chiropractors.
Health plans, including Medicare, Medicaid, Medicare Advantage plans and drug plans.

Not sure who has your records? Ask anyway, starting with the office you saw, since you have a right to them. If you would rather not do it alone, a Pair Team advocate can help you ask.

What you can get, and where

What you want	Who has it	How to get it
Visit notes, test results, scans	The doctor, clinic or hospital that did them	A written request to the records office, or the patient portal
Hospital records	The hospital's medical records office	A written request. Ask for the discharge summary by name
Medicare claims (what was billed and paid)	Medicare	Your account at Medicare.gov, or your Medicare Summary Notice
Medicare Advantage or drug plan claims	Your plan	The Explanation of Benefits your plan mails you, or call the number on your card

How long does a doctor have to give me my records?

A doctor has 30 days from your request, under HIPAA. If they need more time, they must tell you in writing within those 30 days, say why, and give a date. They get one extension of up to 30 more days, but many offices should answer well before that, HHS says.

How much can they charge?

Under HIPAA, they can charge only a limited fee: the work of copying, supplies like a flash drive, and postage. They can't charge you for finding your records, and they must tell you about how much it will cost first. For an electronic copy of records kept on a computer, a flat fee of up to $6.50 is one option, HHS says. If you get your records through the patient portal, they can't charge you. If you have records sent to someone else, these fee limits may not apply.

Can I get a digital copy or send my records to someone else?

Yes, in most cases you can get a digital copy the way you want it, like a file sent by email. You can also have it sent straight to someone you name, like a new doctor.

How to ask for your records

Call the office first to ask if they have a form.
Put it in writing with your full name, date of birth, phone number and address. Say which records you want and the dates of care.
Say how you want them: paper, a file by email, a flash drive, or the patient portal. If they go to someone else, give that person's name and address.
Sign and date it. Keep a copy, and write down the day you sent it, so you know when time is up.
Follow up if 30 days pass with nothing: call and ask when they'll send them.

How do I see my Medicare claims?

Log in to your account at Medicare.gov to see your claims. You'll usually see a claim there within 24 hours after it's processed, Medicare says. If you have Original Medicare, you also get a Medicare Summary Notice in the mail every 6 months when you had care. For help, call 1-800-MEDICARE (1-800-633-4227).

What if a provider refuses or stalls?

A provider can't refuse you because you haven't paid your bill, and it can hold back very little. One example is a therapist's psychotherapy notes, kept apart from your chart. Ask for the reason in writing.

If they still say no, or 30 days pass with nothing, file a complaint with the HHS Office for Civil Rights (OCR). You have 180 days from when you knew about the problem. File online at the OCR Complaint Portal, by mail, or by email to OCRComplaint@hhs.gov. The OCR line is 1-800-368-1019, and the provider can't punish you for filing. HHS has fined providers who were too slow to hand over records.

California and New York rules

California: A provider must let you look at your records within 5 working days, and send copies within 15 days. Paper copies can cost no more than 25 cents a page. One copy is free for a Medicaid, Supplemental Security Income or CalFresh claim. Ask in writing with proof, and it must be sent within 30 days.
New York: A provider must let you look at your records within 10 days of a written request. Paper copies can cost no more than 75 cents a page, plus postage. Copies are free if you need them for a government benefit, and you can't be turned down because you can't pay. Questions about a doctor's records go to the state Health Department at 1-800-663-6114.

What a Pair Team advocate does

People who call us about records usually need them for something else, like a new doctor or a Medicare appeal. Here's what we do:

Find out who has the records you need, and help you write the request.
Follow up with the office until the records come.
Get your hospital discharge papers and test results to your other doctors.
Help with what usually comes with it: Medicare appeals, care after a hospital stay, finding a new doctor and rides.

An advocate is covered by Medicare if you qualify. It takes two minutes to find out.

Check if you qualify for a Pair Team advocate

Frequently asked questions

Can my daughter get my records for me?

Yes, if she has the legal power to make health care choices for you, like through a health care power of attorney. Or you can ask your doctor in writing to send your records to her.

Does Medicare have my medical records?

No, Medicare has your claims, which show what was billed and paid, not your medical records. Your doctors and hospitals keep those, so ask them.

Is $6.50 the most they can charge?

No, $6.50 is one choice, not a cap, HHS says. An office can charge its real cost instead, if the cost is reasonable.

What if something in my record is wrong?

Ask the provider in writing to fix it, and they must answer you. If they don't agree, you can write a statement saying why, which they must add to your record.

Is the 30-day limit getting shorter?

The 30-day limit has not gotten shorter. HHS proposed cutting it to 15 days in 2021, but that change has not become final, so offices still have 30 days.

Sources

About the author

Holly Cuevas

Lead RN Care Manager

Holly Cuevas is a registered nurse and a lead nurse care manager at Pair Team. Since 2022, she has helped patients after a hospital stay.

Read bio