How To Transfer Records To A New Doctor

To transfer records to a new doctor, first ask the receiving office which records and dates it needs, where they should go, and what formats and delivery methods it accepts. Then request a copy for yourself or ask your current office about sending eligible records directly. Federal rules for directing records to a third party have limits, so confirm the process with both offices.

Before you request records

Call the new office and ask:

“Which records and dates do you need, where should they be sent, what format can you accept, and how can I confirm they arrived?”

Also confirm the recipient’s name or department, exact destination details, available delivery options, and how the office handles receipt confirmation. Ask which delivery method it recommends and how to submit records through its process; do not assume a particular portal, email, fax, or other method is available. Needs and processes vary by office. If you are unsure whether to request a full or partial record, ask the office for guidance, as HealthIT.gov’s guide to getting health records advises.

Choose how to get the records there

Request a copy for yourself

Ask your current office how to request a copy and which formats it can provide. You can then share the copy using a method the new office accepts. For electronically maintained records requested by the patient, HHS says the person generally can receive an electronic copy in the requested format if it is readily producible, or an agreed readable alternative. This does not mean every format or delivery method is available.

Ask the current office to send records directly

Your current office may have its own request process, such as a portal request, release form, email, letter, or fax. Ask what it requires, which delivery options it supports, and whether a charge may apply. HealthIT.gov notes that a provider may or may not require a release form or charge when sending records to another provider for care.

Under HHS guidance on directing records to someone else, a HIPAA right-of-access request to send information to another person or organization must be written and signed and identify the recipient and where to send the information. That guidance is limited by the HHS notice about the Ciox court order, which says the third-party directive was vacated insofar as it expanded beyond requests for an electronic health record in electronic format. The sources do not establish that every requested record, format, or transfer method qualifies for direct transfer.

Know which federal rules apply to your request

Some HIPAA access rules discussed by HHS apply to a patient’s request for their own records. For that kind of request, a covered entity generally must act within 30 calendar days. It may take one extension of up to 30 additional days if, within the first 30 days, it gives written notice explaining the reason and stating when it expects to complete the request. HHS’s right-of-access FAQs describe this timeline; do not assume it sets the deadline for a direct transfer to a new doctor.

For a patient’s own copy request, HHS says a covered entity may charge reasonable, cost-based fees for copying and, when requested, postage, but may not include the cost of searching for and retrieving the information. HHS’s fee guidance concerns the patient’s own copy request. HHS’s Ciox notice says that fee limitation does not apply to a request to transmit records to a third party. Ask about any charge for your particular request. These federal sources do not resolve every state-specific requirement or provider arrangement.

Submit the request and follow up

List the records and dates. Use the receiving office’s instructions rather than assuming every new appointment requires the same records.
Confirm the recipient, destination, and format. Check the details with the receiving office and ask both offices which delivery methods they support.
Submit the request. Follow the current office’s process, complete any required form, and ask whether a charge may apply and how it will confirm sending.
Keep a record. Save a copy of any signed request. Note the submission date, records and dates requested, destination, any stated cost, and follow-up contact information.
Check with both offices. Ask the current office whether it sent the requested records, then ask the new office whether they arrived. Do not assume they were received or reviewed.

The sources cited here do not set a general arrival date for every direct transfer. If your appointment is coming up, tell both offices the appointment date and ask what options they can offer; do not assume the records will arrive in time.

Quick checklist

Ask the new office which records and dates it needs.
Confirm the recipient, destination, accepted format, delivery options, and receipt-confirmation process.
Choose whether to request your own copy or ask about a direct transfer, understanding that the federal third-party directive is limited.
Follow the current office’s process, ask about any charge, and keep a copy of your request and notes.
Follow up with both offices to confirm sending and receipt.

Sources

Editorial note: AI assists with research, drafting and automated checks. This general information does not replace advice, diagnosis or treatment from a qualified healthcare professional. Sources are provided for verification; confirm details that apply to your care with your care team.