How to Get Your Dermatology Records for Hair Loss (Including Scalp Biopsy Results)

What are the three ways to request your records?

Patient portal: Many dermatology practices use electronic health record systems (Epic, Athena, and others) with a patient portal. Log in and look for a Medical Records or Request Records section. Lab results and visit summaries are often available immediately. If a biopsy pathology report is not in the portal, call the office and ask for it specifically — pathology often lives in a separate system.

Direct request to the practice: Call the dermatology office and ask for the medical records department. Request a records release form (also called a Release of Information or ROI form). Specify what you want: visit notes, lab results, pathology or biopsy reports, or all records. You will likely need to provide a government-issued ID.

Hospital HIM department: If your biopsy or care happened in a hospital or academic medical center, contact their Health Information Management department — the process is similar but handled centrally.

What records should you ask for specifically?

For hair-loss care, the records most useful to you or a new provider include:

• Office visit notes — the clinician’s assessment and plan for each appointment
• Laboratory results — hormone panels, thyroid, ferritin, and any other bloodwork ordered
• Pathology report — if a scalp biopsy was performed, this is the key document with the tissue diagnosis
• Dermoscopy images — if the practice photographs the scalp with a dermoscope, you can request these
• Treatment records — any topical or oral prescriptions or procedures performed

Be specific in your request: ask for ‘all records related to hair loss evaluation including pathology’ to avoid receiving an incomplete packet.

What are the timelines and fees — and what if there is a delay?

HIPAA requires covered entities to respond within 30 calendar days of receiving your request, with one possible extension of up to an additional 30 days when necessary — and only if written notice of the delay and the expected completion date are provided 1Ref 1US Department of Health and Human Services (2023).HIPAA Right of Access to Medical Records.Patients’ legal right to access their medical records within 30 calendar days under HIPAA, one 30-day extension provision, fee rules for electronic vs. paper copies, and the right to file a complaint with the HHS Office for Civil Rights. Many practices fulfill requests faster. A reasonable copying or transmission fee is allowed, but electronic delivery should be low or no cost 1Ref 1US Department of Health and Human Services (2023).HIPAA Right of Access to Medical Records.Patients’ legal right to access their medical records within 30 calendar days under HIPAA, one 30-day extension provision, fee rules for electronic vs. paper copies, and the right to file a complaint with the HHS Office for Civil Rights.

If you have not heard back after a week, a follow-up call is appropriate. If a practice refuses to release records without legal justification, you can file a complaint with the Office for Civil Rights at the US Department of Health and Human Services at hhs.gov/ocr 2Ref 2US Department of Health and Human Services, Office for Civil Rights (2025).HHS Office for Civil Rights Imposes $200,000 Penalty for Failure to Provide Timely Access to Patient Records.HHS Office for Civil Rights actively enforces the HIPAA right of access and has imposed civil monetary penalties on providers for failure to provide timely record access. The HHS Office for Civil Rights actively enforces these requirements and has imposed civil penalties on providers that fail to provide timely access 2Ref 2US Department of Health and Human Services, Office for Civil Rights (2025).HHS Office for Civil Rights Imposes $200,000 Penalty for Failure to Provide Timely Access to Patient Records.HHS Office for Civil Rights actively enforces the HIPAA right of access and has imposed civil monetary penalties on providers for failure to provide timely record access.

What do you do with your records once you have them?

If you are seeking a second opinion or starting care with a new provider, bringing your records — especially a biopsy pathology report — saves time and often prevents repeat testing. If your records contain unfamiliar terms (for example, ‘lichen planopilaris,’ ‘androgenetic alopecia,’ or ‘alopecia areata’), you have every right to ask your provider to explain the findings clearly 3Ref 3American Academy of Dermatology (2024).Hair Loss Resource Center.AAD patient information on hair loss diagnoses including lichen planopilaris, androgenetic alopecia, and alopecia areata — terms that often appear in dermatology records.