How to Transfer Your Medical Records to a New Doctor

What is your legal right to your records?

Under HIPAA — the federal health-privacy law — you have the right to access and receive a copy of your medical records from any provider who has treated you 1Ref 1U.S. Department of Health and Human Services, Office for Civil Rights (2023).Individuals' Right under HIPAA to Access their Health Information (45 CFR § 164.524).Patients have the right to access medical records within 30 days; practices cannot charge for portal-based downloads; fees are limited to cost of labor, supplies, and postage for copies. Providers cannot withhold records because of an unpaid bill. They are required to fulfill requests within 30 calendar days, with a one-time 30-day extension allowed if they notify you in writing within the original deadline 1Ref 1U.S. Department of Health and Human Services, Office for Civil Rights (2023).Individuals' Right under HIPAA to Access their Health Information (45 CFR § 164.524).Patients have the right to access medical records within 30 days; practices cannot charge for portal-based downloads; fees are limited to cost of labor, supplies, and postage for copies. Some states have even shorter required timelines.

How does the transfer process work, step by step?

1. Decide what you need. Relevant records for a new primary-care relationship typically include recent visit notes, your active problem and medication lists, lab results, vaccination records, and any specialist letters or hospital discharge summaries. The more specific your request, the faster it is processed.

2. Contact your old provider. Call the medical records or health information management department. Many practices also accept requests through their patient portal.

3. Complete a Release Authorization form. This asks for your name and date of birth, the records being released, the receiving provider's name and address, the purpose of the release, and your signature with a date. The practice will provide their version.

4. Choose a delivery method. Records can go directly to your new provider by fax, secure electronic transfer, or mail — or you can receive a copy yourself. Electronic transfer is fastest.

5. Confirm receipt with your new provider. A few days after submitting the request, check that the records arrived and are linked to your file.

How long does it take and what does it cost?

Under HIPAA, covered entities may charge a reasonable, cost-based fee covering only labor for copying, supplies, and postage — not searching or reviewing costs 1Ref 1U.S. Department of Health and Human Services, Office for Civil Rights (2023).Individuals' Right under HIPAA to Access their Health Information (45 CFR § 164.524).Patients have the right to access medical records within 30 days; practices cannot charge for portal-based downloads; fees are limited to cost of labor, supplies, and postage for copies. Where you access records through a patient portal's View, Download, and Transmit function, the provider cannot charge you a fee at all 1Ref 1U.S. Department of Health and Human Services, Office for Civil Rights (2023).Individuals' Right under HIPAA to Access their Health Information (45 CFR § 164.524).Patients have the right to access medical records within 30 days; practices cannot charge for portal-based downloads; fees are limited to cost of labor, supplies, and postage for copies.

Most electronic transfers are free or minimal cost; paper copies with certified mailing may carry a small per-page fee that varies by practice and state. Routine transfers typically take 5 to 14 business days. If you have an upcoming appointment soon, mention the timeline when you call so staff can prioritize the request.

What about X-rays and other imaging?

You have the right to copies of diagnostic images — X-rays, MRI, CT scans — under HIPAA, just as with clinical notes and lab results 2Ref 2U.S. Department of Health and Human Services, Office for Civil Rights (2023).FAQ 2059: Do individuals have a right under HIPAA to get copies of their x-rays or other diagnostic images?.Patients have the right to copies of diagnostic imaging under HIPAA, in the format and form requested. However, imaging files are often stored separately from clinical records (on a disc, a CD, or a separate image-sharing platform). Ask specifically how imaging files are transferred — they may require a separate request to the imaging center or radiology department, in addition to your request to the clinical practice.

Are there records that require a separate process?

Mental health and substance use treatment records have additional legal protections. Substance use records governed by 42 CFR Part 2 require a separate written authorization and have more restricted transfer rules, even between treating providers 3Ref 3U.S. Department of Health and Human Services, Office for Civil Rights (2024).Understanding Confidentiality of Substance Use Disorder (SUD) Patient Records (42 CFR Part 2).Substance use disorder records under 42 CFR Part 2 require a separate written authorization before sharing, distinct from general HIPAA access rules. If your records include these, ask the practice specifically about the process.

If a practice has closed, records may have moved to another practice, a health system, or a records-storage company. Contact your state medical board or the hospital system affiliated with the practice — they often know where records went.