How To Transfer Medical Records to Your Doctor

Patient holding their medical record above their laptop keyboard.

Changes in your medical or financial situation can manifest with little notice, encouraging you to seek a new healthcare provider. Whether dissatisfied with a current physician, relocating to a new town, or just wanting a second opinion, you probably dread the thought of starting over. Learning how to transfer medical records to your new doctor is the first step before scheduling a visit.

Healthcare planning doesn’t need to trigger your anxiety! Read on to see how ChartRequest can handle these tedious exchanges on your behalf so you can arrive at your next appointment worry-free.

Enroll in our Subscribe & Share plan to deliver your medical history faster!

Why Don’t Doctors Already Have Your Medical Records?

Wait a minute—shouldn’t my new doctor already have access to my medical charts? Isn’t there some database they all use to look up my health history before I arrive? 

Unfortunately, that’s not the case for many practices. Healthcare providers must go through a rigorous record request process requiring:

  • Authorization and consent
  • Legal compliance with current HIPAA guidelines
  • Ongoing communication with the current custodian of your health information 

Interoperability issues among Electronic Health Record (EHR) systems may make it difficult for your doctor to access records quickly. These systems often operate in data silos, creating barriers to seamless medical records sharing.

Does that sound confusing? Well, it can be.

When you visit your doctor, they may create and store records within their internal EHR system. They may or may not upload these records to a Health Information Exchange (HIE) server — platforms designed to share data among different healthcare entities.

Not all healthcare providers participate in HIEs. According to a study by the Office of the National Coordinator for Health Information Technology, only 43% of hospitals can find, send, receive, and integrate patient data from outside sources.

What Are Secure Ways to Transfer Medical Records to Your Doctors

Knowing how to transfer medical records to your doctor helps safeguard your protected health information (PHI) while improving your chances of receiving speedy treatment.

Two methods are available to you as an incoming patient, each with its own advantages and considerations. Let’s take a look:

Physical Transfers

Transferring medical records the old-fashioned way involves handling physical media, like paper documents. Your doctor can send these copies via email or fax or even deliver them in person to your new doctor. Remember that this method can take time and require you to pay copying and postage fees.

You could also deliver your medical data with portable storage devices like USB drives or CDs. After requesting digital copies from your current or past providers, you can transfer them to your new doctor. This option is quicker than mailing paper copies, but keeping your devices secure can pose a challenge. 

Approximately 7.5% of physical records disappear in filing systems. It is important to check the status of your transfers to ensure that your documents reach the correct location. 

Electronic Methods

Electronic medical record transfers are more efficient and secure than physical deliveries. This solution leverages modern, secure technology to speed up the exchange process while maintaining data integrity.

Many healthcare providers now offer patient portals where you can download your medical records. In a 2021 survey, 96% of respondents preferred to access their results immediately, so patient portals are the logical choice.

Records exchange solutions like ChartRequest enable healthcare organizations to accelerate the release of medical records to patients like you. We also help eliminate common security risks, protect patient privacy, and ensure your request never gets lost or forgotten.

Here’s how easy it is to transfer your records with Chartrequest: 

  1. Create a patient account on the ChartRequest app.
  2. Click “Request Medical Records.”
  3. Enter the patient’s information and click “Submit Request.” This may be your own information, that of a child, or that of someone you represent.
  4. Once your records are available, you’ll receive a notification to log in and retrieve them.
  5. Download and share your records for up to 30 days. Want to store your records on our secure platform indefinitely? Try Subscribe & Share!

ChartRequest prioritizes the privacy of your sensitive health information through encrypted data transfers and stringent access controls. Rest assured, your health data remains safe and protected on our platform during every interaction.

Securely Simplify Your Medical Record Transfers

See how easy it can be to transfer your medical charts to a new doctor using ChartRequest?

Transferring your medical records doesn’t have to be complex or stressful. With Subscribe & Share, ChartRequest puts the power of PHI into your hands, so you can build your personal health record and share it with your providers when needed.

Ready to take control of your medical records? Create your account here to start requesting records today. 

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