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Patient Resources

Medical Records Request Policy

Medical Records Request Policy

The purpose of this policy is to:

Ensure that our patients’ medical records are not released to any unauthorized individuals. Develop a tracking system to document an accounting of disclosures in order to be compliant with HIPAA.

  • Medical records can be released to healthcare providers who are participating in your care. If we have referred you to another doctor, we will send them your records prior to your appointment.
  • You can request a copy of your own medical record. A medical release form can be used, or you can write a letter with all of the appropriate information. Faxes are accepted for patient requests, as long as your signature can be validated. NO emails or telephone/verbal requests can be made. We get your signature for your protection.
  • Patients are the only ones who can authorize release of records—not spouses, grown children or friends, unless they have power of attorney.
    Requests for medical records may take up to 30 days to process.
  • We may charge a reasonable fee to offset the costs associated with specific categories of requests. Assessments of fees are based on such factors as the costs of equipment and supplies, employee costs, and administrative overhead and shall include postage, including express mail costs when incurred at the request of the authorizing party.
  • The State of Florida has set out a fee schedule of charges for medical records. We determine our charges based on this fee schedule.
    We may waive fees under certain circumstances.

The Woodruff Institute for Dermatology & Cosmetic Surgery is aware that HIPAA does not require written consent for all releases of medical information but chooses to implement this policy to assure the confidentiality and privacy of our patients.

The practice shall take appropriate disciplinary action against members of the workforce (employees, volunteers, trainees, etc.) who fail to comply with the HIPAA Privacy Rule and the practice’s policies and procedures for protecting the confidentiality of patient health information.

download Medical Records release form

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