Understanding Medical Record Release and Transfers

If you are requesting medical records from Doctor A to give to Doctor B, and you as a patient wrote the release form, will Doctor A see the release form written by you, the patient? This is a common concern that many individuals have. This article aims to clarify the process and answer your questions.

Who Sees the Release Form?

If you sign the form in Doctor A's office, they will certainly see it. It's a legal requirement. Without your signature, your medical records cannot be released. This applies whether Doctor A's office has a pre-printed form or if the form was signed by you. Typically, signing the form in the doctor's office allows Doctor A the discretion to send the records to Doctor B or for Doctor B to request the records which are then forwarded by the office staff.

Doctor A's Involvement

The extent of Doctor A's involvement can vary based on the practice. In most cases, Doctor A will review the request and sign off on it, ensuring that the process is documented in your medical file. However, some doctors may allow office staff to handle the process without them getting directly involved, while others maintain a strict policy where they personally review each request.

Who Manages Record Transfers?

Generally, record transfers are handled by a health systems information management department rather than doctors. However, doctors have access to your records and can be notified if there are significant reasons why the records need to be transferred.

Doctor A's Awareness of Requests

It's not very likely that Doctor A will be directly involved in processing the transfer request unless the office policy specifically requires it. Most office staff can handle the process and often do so without bringing it to the doctor's attention. Our office's employee handbook, for instance, emphasizes the importance of not wasting the doctor's time, stating, 'The only thing we have to sell is the doctor's time. The worst employee failing is anything that wastes the doctor’s time.'

However, in some instances, a doctor might notice that a patient is not receiving continued care and might wonder, 'I haven’t seen Mr. Jones in quite a while. Has something happened?' This could trigger the doctor to pull the patient’s records. But in most routine cases, the doctor is often kept in the dark.

Conclusion

When it comes to medical record transfers, the process is primarily managed by office staff, with doctors typically only being involved if their explicit policies require them to review each request. It's always best to call the doctor's office to understand their specific procedures and policies.

Understanding the process of medical record requests and transfers is crucial for patients who wish to share their healthcare information with other healthcare providers. By knowing who sees the release form and who manages the transfers, patients can ensure that their records are handled efficiently and securely.