Records Request Policy

Medical Records Request Policy

Greschner Foot and Ankle Specialists

This Medical Records Request Policy explains how patients, authorized representatives, and outside providers may request access to medical records maintained by Greschner Foot and Ankle Specialists (“we,” “us,” or “our”). We comply with all federal and state laws, including HIPAA, regarding the privacy, release, and transmission of medical records.

1. Who May Request Medical Records

We will release medical records to the following individuals or parties:

• The patient

• A parent or legal guardian of a minor patient

• A legally authorized representative (e.g., power of attorney)

• Another healthcare provider, for continuity of care

• Insurance companies, when permitted by HIPAA or with patient authorization

• Attorneys or third parties, with a valid authorization or court order

2. How to Request Your Medical Records

To request a copy of your medical records, you may:

a. Submit a Written Request

This may include:

• A completed Authorization to Release Medical Records form

• A written, signed letter including the patient’s full name, date of birth, and specific records requested

b. Submit via Email, Fax, or In-Person

(Insert your preferred contact details here)

c. Provide Valid Identification

A government-issued ID is required for verification before records are released.

3. Authorization Requirements

A signed HIPAA-compliant authorization is required if:

• You want records sent to a third party

• An attorney requests your records

• A family member or friend requests your records

• You request sensitive categories (mental health, substance use, etc.)

The authorization must include:

• Patient’s full name and date of birth

• Description of the records requested

• Purpose of release

• Recipient’s name and contact information

• Expiration date

• Patient or legal representative signature

4. Processing Time

We process record requests within 7–14 business days.
Delays may occur if:

• The request is incomplete

• Authorization is missing or invalid

• Records require special retrieval (e.g., imaging, surgical reports)

Urgent or provider-to-provider requests for ongoing care are prioritized.

5. Fees for Medical Records

As permitted by law, we may charge reasonable fees for:

• Preparing and copying paper or electronic records

• Postage or secure electronic transfer

• Producing radiology images, CDs, or specialty files

We do not charge for records sent directly to another healthcare provider for the purpose of ongoing treatment.

6. How Records Will Be Delivered

Upon request and authorization, records may be provided via:

• Secure email

• Encrypted electronic portal

• Fax (to medical offices only)

• Printed copies

• CD or digital media for imaging files

We follow HIPAA-compliant transmission guidelines to ensure confidentiality.

7. Denial of Requests

Under HIPAA, we may deny certain requests, including:

• Requests we believe may endanger the patient or another person

• Requests for psychotherapy notes

• Requests made by someone who lacks legal authority

• Requests prohibited by law

If your request is denied, you will receive a written explanation and, in some situations, the right to request a review.

8. Amendments to Your Medical Record

If you believe your medical record is incorrect, you may request an amendment.
We will review and respond within 60 days.

We may deny amendments that:

• Are inaccurate or incomplete

• Were not created by our practice

• Are part of legally restricted documents

9. Requests from Other Healthcare Providers

For continuity of care, we honor provider-to-provider requests and typically send:

• Recent visit notes

• Imaging reports

• Treatment summaries

• Relevant labs

These requests are generally fulfilled as quickly as possible and without charge.