How to Request Medical Records from a Hospital
Published: 8 June 2026 · Written by: HospitalGuide Medical Editorial Board
How can I obtain my official medical records from a hospital?
To request your medical records, contact the hospital's Health Information Management (HIM) or Medical Records department directly. Submit a completed written authorization form, present a government-issued photo ID, and pay any applicable copying fee. Processing typically takes 5–30 business days.
Step-by-Step Instructions
- 1Locate the HIM Department: Visit the official hospital website and navigate to the "Patients & Visitors" or "Medical Records" section to find the direct department contact number and address.
- 2Complete the Authorization Form: Download and fully complete the hospital's Authorization for Release of Health Information form. Incomplete forms will be rejected.
- 3Verify Your Identity: Attach a legible copy of a government-issued photo ID (driver's licence or passport). For records on behalf of a deceased person, a death certificate and executor documents may be required.
- 4Submit the Request: Deliver the form via the hospital's secure patient portal, by certified mail, or by secure fax. Keep a copy of all documents submitted.
- 5Pay Any Applicable Fee: Many hospitals charge an administrative copying fee per page. Confirm the fee schedule before submitting. Under HIPAA (USA), you have the right to request a fee waiver if the records are for your own treatment.
What Records Can You Request?
Under applicable patient rights laws (HIPAA in the USA, GDPR-aligned in the UK and EU, the Privacy Act in Australia), patients have the legal right to access their own health records. Requestable documents typically include:
- Inpatient and outpatient visit summaries
- Laboratory and diagnostic test results
- Imaging reports (X-ray, MRI, CT scans)
- Surgical and procedure notes
- Medication and prescription histories
Useful Official Resources
| Country | Official Resource |
|---|---|
| USA | HHS.gov — HIPAA Patient Rights: hhs.gov/hipaa |
| UK | NHS — Access Your Medical Records: nhs.uk |
| Canada | Office of the Privacy Commissioner: priv.gc.ca |
| Australia | OAIC — Health Records Access: oaic.gov.au |
Frequently Asked Questions
How long does it take to receive medical records?
Under HIPAA (USA), hospitals must respond within 30 days, with a possible 30-day extension. The NHS (UK) must respond within one calendar month. In practice, many hospitals fulfil requests within 5–15 business days for digital records.
Can a hospital deny my request for medical records?
Hospitals can lawfully deny access in limited circumstances — for example, if providing records could endanger a third party. They must provide a written reason for any denial and inform you of your right to appeal or file a complaint with the relevant regulatory body.
Is there a fee for requesting medical records?
Fees vary by country and facility. In the USA, HIPAA limits copying fees. In the UK, access under the Data Protection Act is usually free. Always confirm the fee schedule with the hospital's HIM department before submitting your request.
Related Patient Guides
Editorial Transparency: This guide was reviewed by the HospitalGuide Medical Editorial Board against standard hospital policies and applicable patient rights legislation (HIPAA, NHS standards, Privacy Act). Content is updated when material regulatory changes occur.
Need to suggest an edit or correction to this guide? Email us at editorial@hospitalguide.org .
Medical Disclaimer: This guide is for informational purposes only and does not constitute medical, legal, or clinical advice. Always contact your healthcare provider or relevant authority directly. In a medical emergency, call 911 (USA/Canada), 999 (UK), 000 (Australia), or 112 (Europe) immediately. Full Medical Disclaimer →