Complete Guide to Obtaining and Transferring US Medical Records

(UNITED STATES) Patients moving between doctors, starting care with a new specialist, or preparing for an immigration medical exam are seeing a steady rise in requests to send records across clinics and states. The process hinges on a simple but strict rule: your provider cannot share your information unless you give clear permission. That permission is documented through a medical records release form—also called an authorization—and it must meet HIPAA privacy standards. Under federal rules, most providers have up to 30 days to respond to a request for your records.

The high‑stakes part is continuity of care. If records, prescriptions, and specialist reports don’t arrive in time, treatment can pause, medication refills can slip, and new doctors may not have the data they need. For immigrants and mixed‑status families, delays can also affect time‑sensitive steps, such as scheduling the required civil surgeon exam for Form I-693, the Report of Medical Examination and Vaccination Record used in many green card cases. When that exam is due, having vaccine histories and lab results on hand keeps the process moving. The official Form I-693 is available on the U.S. government site at USCIS: Form I-693.

How the release and transfer works under HIPAA

The core of the system is your written permission. Most clinics post their process online, but you can also call or visit the front desk to start. Staff will direct you to their medical records release form, which asks you to list who should get your records (a new provider or yourself), what types of records you want (history, prescriptions, imaging, or specialist notes), and the dates the request should cover. You must sign and date the form. Many providers also ask for a copy of a photo ID to confirm your identity before processing the request.

After you complete the authorization, send it to the provider’s Health Information Management or Medical Records unit. Clinics accept requests by mail, fax, email, or a secure patient portal, depending on their setup. If you need records from more than one office—such as your primary care clinic and a cardiology group—you’ll likely need separate forms for each location. That is normal and helps each office confirm that your permission is current and specific.

Behind the scenes, the provider must verify that your authorization is valid. They:

• Confirm your identity and check the signature and date.
• Ensure the form clearly states who can receive your data.
• Apply the minimum necessary standard — sending only the information needed for the stated purpose, unless more is required for treatment.
• Log the request for compliance and future audits.

These steps protect your protected health information (PHI) under federal law.

Delivery methods and security

Delivery happens in two main ways:

• Physical: certified mail, courier, or printed pickup.
• Electronic: encrypted email, secure file transfer, or through your EHR portal.

Providers must keep the transmission secure, especially for sensitive items like mental health notes, infectious disease results, or genetic testing data. HIPAA’s right of access rules generally give providers up to 30 days to complete your request, though many try to respond faster. The U.S. Department of Health and Human Services explains this right in plain language at HHS: HIPAA Right of Access.

Once records are sent, follow‑up matters. Call or message both the sending and receiving offices to confirm that files arrived and can be opened. Ask specifically whether prescriptions, specialist consults, radiology reports, and vaccine records came through. If something is missing or looks wrong, report it right away — fixing small errors early helps you avoid gaps in care or repeated tests.

Practical implications for immigrants and families

Routine release steps can carry extra weight for people changing cities, employers, or legal status. Families moving across the country, or across insurance plans, often need tight coordination so kids don’t miss medication refills or vaccines required for school. New arrivals to the 🇺🇸 face coordination between past care, present clinics, and government requirements.

The same is true for long‑time U.S. residents applying for permanent residence who must complete a civil surgeon exam connected to Form I-693. Bringing a complete vaccine history and specialist summaries to that exam can reduce repeat shots, extra visits, and delays.

According to analysis by VisaVerge.com, applicants who prepare records ahead of the civil surgeon visit often save extra trips and reduce the risk of case delays tied to missing vaccination proof.

Step‑by‑step checklist (what providers and patients follow)

1. Start with your provider’s medical records release form. List the recipient (for example, “Dr. Patel, Green Valley Clinic”), select the types of records you want (medical history, prescriptions, specialist reports), and choose the date range.
2. Provide a signature and date. Many offices also require a photo ID.
3. Send the authorization to the provider’s Medical Records unit by mail, fax, email, or a secure portal.
4. If multiple clinics or departments hold your data, submit separate requests to each one.
5. The provider confirms your identity and logs your request, then shares only the minimum necessary information unless more is needed for care.
6. Records are delivered by secure methods—encrypted email, secure file transfer, EHR portal, or certified mail.
7. Providers have up to 30 days under HIPAA to respond.
8. Follow up with both sender and receiver to confirm full and secure delivery.
9. Review the files for accuracy and report any errors quickly.

Special situations and state rules

• If a doctor’s office is closing or being sold, the provider must notify patients and ask for written permission before transferring records to another entity.
• Patients can request copies themselves and choose how they want them delivered.
• State laws may impose stricter timelines or retention rules on top of federal HIPAA standards; these state rules still operate within the federal privacy framework.

Timing tips and common scenarios

For immigrants, students, and temporary workers, timing is everything. If your new job starts in two weeks and you need maintenance medication, don’t wait to request your files. Ask today for your full medication list and the most recent specialist reports, and bring them to the first appointment at your new clinic.

If a civil surgeon visit is coming up for your immigration medical exam, request vaccine records and any chest X‑ray or TB test results early and keep them handy for the I‑693 package.

Common human stories:

• A child with asthma moves from Phoenix to Boston and needs daily inhalers without a break.
• A pregnant worker relocates for a new contract and wants her prenatal labs sent right away to the new OB‑GYN.
• A software engineer filing for adjustment of status needs vaccine history and a summary from a cardiologist for the civil surgeon.

In each case, the medical records release form is the key that unlocks safe, legal sharing of records so care can continue.

Picking up records and secure self‑transfer

Patients frequently ask if they can pick up their own records. Yes — HIPAA allows access. Options include:

• Receiving a secure electronic file and handing it to the new provider.
• Picking up printed copies and delivering them yourself.
• Using a secure upload link or portal provided by many clinics to avoid unencrypted email.

Always ask how to send records safely if you’re doing it yourself.

Three small steps to avoid delays

• Write down exactly what you need before completing the authorization. Include medication lists, imaging, lab reports, and specialist notes.
• Set a reminder for the 30‑day HIPAA window, then check status at day 15 if you haven’t heard back.
• Confirm the file format the receiving clinic can open — PDF, DICOM for imaging, or a direct EHR transfer — so nothing gets stuck.

Dealing with “minimum necessary” concerns

Some people worry that asking for “only the minimum necessary” might omit helpful data. To avoid that:

• Clearly list the items you want.
• If your goal is a complete transfer for ongoing care, state that explicitly on the authorization.
• If you only need specific pages (for example, the last three clinic notes and recent labs), say so.

Specific requests save time and reduce back‑and‑forth.

Prescriptions and pharmacy details

Pharmacies and prescriptions deserve special attention. If a provider is changing your refills to a new state, include:

• A current medication list and active prescription plan.
• The pharmacy name, address, and phone number in your request.

If you see multiple specialists, ask each office to transfer its notes — fragmented transfers are a common cause of delays.

Getting help if requests stall

• Check your clinic’s website for release instructions and exact fax or portal links.
• Ask the front desk for help or contact the Medical Records unit directly.
• Seek help from patient advocates if your request stalls.
• Explain pressing treatment needs or immigration timelines — many clinics expedite requests in those circumstances.

If your provider gives notice of a practice closure, respond quickly with written permission so your files reach the next custodian without a gap.

The bottom line: Your information belongs to you, and federal law protects both your access and your privacy. With a clear authorization, a complete medical records release form, and steady follow‑up, most transfers of medical records, prescriptions, and specialist reports move securely and on time—supporting safe care and, when needed, keeping immigration steps like the Form I-693 medical exam on schedule.