Do Doctor Visits Automatically Send Your Medical Records to Your Primary Care Physician?

Many patients wonder if doctor visits automatically send medical records to their primary care physician (PCP). This article aims to clarify the process of medical record sharing and explore how Electronic Health Records (EHRs) have impacted information exchange among healthcare providers.

Manual Requests for Record Sharing

In my case, my husband was hospitalized for both a mental health issue and possible mini-stroke diagnosis. Despite the hospital having neither his psychiatrist nor primary care physician (PCP) on staff, we agreed to allow them to receive his medical records for follow-up. However, this agreement was essential for the records to be shared.

Typically, medical records are not automatically sent to your PCP unless you specifically request it. Some healthcare systems have mechanisms to facilitate this process with the patient's consent, but it is not a universal practice.

The Role of Electronic Medical Records (EMR)

I worked in a large group practice that transitioned to fully computerized systems with electronic medical records (EMRs). When a patient joins this group, they sign a waiver acknowledging that their records will be shared within the group for reasonable purposes, which may include medical research. As a result, I was able to access my patient's lab results, X-rays, and other relevant information from the previous night's ER visit within the next day. This seamless data access is a significant improvement from the old paper-based systems.

Prior to electronic records, communication between doctors was often delayed due to the use of paper charts. A courtesy letter sent from the ER to the PCP would take several days. Today, electronic systems allow for much swifter and accurate information exchange.

Health Management Organizations (HMOs) and Record Sharing

For patients enrolled in Health Management Organizations (HMOs), there might be better chances of record sharing between primary care physicians and specialists. However, even in such cases, the records are primarily stored in the electronic health record (EHR) system. This means that if your specialist and PCP use the same EHR, the records should be accessible to both. However, EHRs are often proprietary and do not always interoperate. Thus, it is not uncommon for records to be missed by one doctor if they are buried in a large file structure or if the doctors do not take the extra effort to search for them.

There is also a growing animosity between specialists and primary care physicians. Insurance companies often require authorization for specialty referrals, which must be issued by a primary care physician. This process can create friction, leading specialists to avoid the extra work of writing detailed referral notes.

Conclusion: The Current State of Record Sharing

The transition to electronic health records (EHRs) has indeed improved the efficiency of record sharing, particularly within integrated healthcare systems. However, challenges remain, such as the lack of interoperability between different EHR systems and the occasional reluctance of specialists to write detailed referral notes due to systemic issues like insurance company mandates.

It is crucial for patients to understand that while EHRs facilitate record sharing, they do not guarantee automatic transfer of information to every healthcare provider. If you need records from a recent visit to be shared with your PCP, make sure to request it explicitly.