How to organize your medical records

When you have a complex medical problem, the focus should be on coming up with a plan of care to get you back on your feet. You definitely don’t want the added stress of worrying about where your medical records are and waiting to get them into the hands of your medical team.

That’s why it’s important to keep tabs on your records ahead of time and to know where to find them when you need access. If you’ve put all that on the back burner, it’s a good idea to bring it to the forefront so you have a good sense of where things stand if anything crops up.

That can sound overwhelming, especially if you’re someone who’s had dozens of encounters with doctors across several different health care systems. But you’ll have peace of mind knowing everything will be in one place when you need it.

If you need records sent to yourself or someone else, there are generally a few different avenues for requesting information. Take the first step by finding the websites of the medical records departments at the organizations where you’ve received care. You should find detailed information about requesting information there.

Requesting medical records through online health records portals

You might find an online health records portal where you can find or request various records depending on the specific organization and type of portal. For example, you may be able to review and download notes from individual office visits or individual test results. You may also be able to request a medical record that compiles specific information that you can easily download.

At The Ohio State University Wexner Medical Center, this is called the MyChart portal.

Certain small hospitals or facilities may not have fully electronic records, so you may have to use other avenues for making requests.

Requesting medical records with forms

If an online portal isn’t available, if you’re requesting records on someone else’s behalf or if you’re having records sent directly to another facility, you may be able to fill out and mail or fax a medical records authorization form. Try looking on an organization’s website or call and ask for guidance.

There may be separate instructions if you’re requesting records for a patient who has died.

Requesting medical records in person

You can often request your records in person by visiting the medical records office at a hospital or medical center.

Processes for requesting medical records will vary

The process you’ll need to use to request records from each organization will largely depend on where the records are being held. If you’re struggling, the simplest process may be to contact the facility directly and request that the records be sent to you or your health care provider. Look online for a medical records department or specialist if the facility has one, or reach out to a main office.

How long are medical records retained?

Policies vary between institutions, so you’ll have to ask.

At Ohio State, electronic records are kept indefinitely. Paper records are kept for 21 years from the date of service if they involve a minor patient or 10 years from the date of service if they involve an adult patient. It’s possible that many of the previously stored paper records are no longer available. However, always ask because some of those older paper records may have been scanned into the electronic system.

Can I grant a loved one ongoing access to my medical record?

It’s possible, if the organization has a proxy system in place.

At Ohio State, for example, a patient can designate a MyChart proxy, which means someone else will have ongoing access to the patient’s MyChart account and medical records. Using this method, that person would easily be able to switch between their own account and the patient’s account.

This type of access can also be helpful when a patient dies. A MyChart account will immediately deactivate upon the death, while proxy access will continue for 90 days.

Proxy access policies will vary at other institutions, so visit medical records websites or contact offices at relevant medical centers to determine the best way to access a loved one’s records.

Why aren’t all my electronic medical records available in one place?

Different facilities might use different platforms for electronic medical records, and they may not all communicate with one another.

However, many facilities do use platforms that communicate. For example, the Ohio State Wexner Medical Center, the Cleveland Clinic and many other major health networks have the ability to exchange patient information through a Care Everywhere electronic portal. So, if you have a specialist at Ohio State and see another at the Cleveland Clinic or OhioHealth, for example, your records can be shared between them without you having to request them or manually provide them.

This also allows patients to link their different MyChart accounts. So, if you have MyChart accounts with different facilities, you should be able to link them and view all your MyChart records in one place.

Other platforms have similar communication and linking capabilities. So, if you have similar portals with other medical centers, they might link.