How to Obtain Copies of Your Medical Records and Test Results

Managing your health means having access to your health information, including test results, imaging, lab reports, visit summaries, and full medical records. Whether you need records for a new specialist, school or work, legal documentation, or personal review, the process should be simple and secure.

At Medex Diagnostic and Treatment Center in Queens, NY, patients have the legal right to request and receive their medical records under HIPAA (Health Insurance Portability and Accountability Act). We understand how important timely access to your records is, which is why we created this step-by-step guide explaining:

• What medical records are and what they include
• Your rights under HIPAA
• How to request medical records from Medex DTC
• Accepted request methods (in-person, email, fax, patient portal)
• Fees, timelines, and what to expect
• How third parties (lawyers, insurance, other doctors) can request on your behalf

What Counts as a Medical Record?

A medical record is a comprehensive file documenting your health history and the care you received. It can include:

• Office visit summaries and consultation notes
• Laboratory results (blood work, cultures, biopsy reports)
• Radiology/diagnostic imaging (X-ray, ultrasound, MRI, CT)
• Prescriptions and medication history
• Immunization records
• Treatment plans and referrals
• Billing and insurance documentation related to care

Your medical record may exist in paper form, electronic medical record (EMR) system, or both.

You have a right to access all of the above unless restricted by law (e.g., certain psychiatric notes).

HIPAA: Your Legal Right to Access Your Records

HIPAA (Health Insurance Portability and Accountability Act) is a federal law that protects your privacy and gives you the right to access your medical records.

Under HIPAA, you have the right to:

View and request copies of your health records
Request records for yourself or to send to another provider
Choose how you want to receive them (electronic or paper)
Request corrections or amendments to your records

HIPAA requires healthcare providers to respond within 30 days of receiving your request. In most cases at Medex DTC, records are processed faster.

Important Definitions

Why Patients Request Their Records

Patients ask for records for many reasons:

• Transferring care to another specialist or provider
• Getting a second medical opinion
• For legal cases (motor vehicle accident, workers’ compensation, disability claim)
• Personal tracking of medical history
• For school, employer, immigration, or travel documentation

Having copies of your records ensures continuity of care and faster treatment decisions.

How to Request Medical Records at Medex Diagnostic & Treatment Center

We offer multiple convenient ways to request your records:

Option 1: Request Your Records In-Person

1. Visit Medex Diagnostic & Treatment Center (Releases Department / Front Desk).
2. Bring a valid photo ID (driver’s license, passport, or state ID).
3. Complete the Record Release Authorization (HIPAA ROI) form.

Tip: If you will send someone else to pick up the records, they will need written permission from you and their own photo ID.

Option 2: Request Electronically (Email or Patient Portal)

Email

• You may request records by emailing our medical records team.
• You will receive a secure HIPAA-compliant form to sign electronically.

Patient Portal

• Some lab and imaging results are available directly inside the patient portal.
• If the doctor has released the results, you may download them yourself.

Option 3: Request by Fax (for doctors, attorneys, insurance)

Doctors, attorneys, insurance companies, and third parties may fax a request.

Fax should include:

• HIPAA Authorization signed by the patient
• Case or claim number (if applicable)
• Name of the requesting representative
• Contact phone number for questions

Information Required for Record Request

To prevent delays, make sure your request includes:

• Full legal name
• Date of birth
• Phone number
• Email
• The exact records you are requesting (e.g., “Ultrasound results from 10/21/2025”)
• How you want the records delivered:
  • Printed copy (pickup or mail)
  • Secure digital files via encrypted email
  • Upload to portal for your access

How Long Does It Take?

HIPAA allows up to 30 days, but Medex DTC typically processes:

Requesting specific items (e.g., “ultrasound from June 12, 2025”) is faster than requesting entire record history.

Fees and Costs for Medical Records

Healthcare providers are allowed to charge a reasonable fee for copying and preparing records. At Medex we follow federal and NY State guidelines.

Typical fees may include:

• Printing and copying costs (per page)
• Administrative processing fee for large record requests
• Postage if mailed

There is no charge when medical records are sent directly to another doctor for continuing care.

If your request is related to a legal case, personal injury, or insurance, fees may be billed according to NY State Workers Comp and No-Fault regulations.

Can Someone Else Request My Records?

Yes, with written authorization from the patient.

Examples:

• Attorney representing you in a case
• Family member helping manage your care
• Insurance company
• Other medical facilities

They must provide:

• Signed HIPAA ROI form
• Copy of the patient’s photo ID

Without written authorization, we legally cannot release your records.

Can Records Be Denied?

In very rare cases, yes.

Examples:

• If releasing the record may endanger the patient or another person
• Psychotherapy notes (HIPAA excludes these from mandatory access)
• If request is incomplete, unsigned, or identity can’t be verified

You will be notified in writing if a request cannot be fulfilled.

How to Request a Correction to Your Record

HIPAA also allows you to request a correction if:

• Something is inaccurate
• Information is incomplete

Submit a written request describing the correction.
Providers have 60 days to respond.

Tips to Avoid Delays

Specify the exact dates of service
Request records after the visit or test is completed
Use the same name that appears on your medical chart
Ensure the HIPAA form is signed and ID attached

Frequently Asked Question

Can I get my medical records the same day?
If your records are already available and clearly specified, same-day pickup is often possible for basic items like visit summaries.

Are lab results available online?
Yes, most lab results are released to your patient portal once reviewed by your physician.

What if I am switching doctors?
We can send records directly to your new doctor at no cost.

Can my spouse/parent/friend pick up my records for me?
Yes, with written authorization and valid ID.

Can I request records for a child or elderly parent?
Yes, if you are the legal guardian or have healthcare proxy/POA.

Why Access to Your Medical Records Matters

When you have your records, you gain control of your health.

Benefits include:

• Getting faster second opinions
• Tracking results over time
• Improved communication with specialists
• Reduced duplicate testing
• Better chronic disease management (diabetes, hypertension, etc.)

Patients who stay informed have better health outcome.

At Medex Diagnostic and Treatment Center in Queens, NY, we believe every patient deserves fast, secure, and stress-free access to their medical records and test results. Whether you need your records for personal use, another doctor, legal reasons, or insurance claims, our Records Department is ready to help.