Remember to be polite and patient when asking to access your medical files. Tell them it’s to establish your own personal records. Some doctors and medical facilities might be hesitant to allow you access due to fear of malpractice litigation. Your caregiver may need some time to organize your medical information because it may not all be in a single file. Schedule an appointment to come back if that’s the case. Keep in mind that a personal medical record combines all the medical information collected by each caregiver/medical facility that you’ve been to into a single file that’s easily accessed. [3] X Research source While federal law gives you the right to access most of your Patient Health Information (medical records, imaging, test results, billing records, etc. ), some types of information are exempted. For example, you do not have a right to access psychotherapy notes (i. e. , notes taken by a mental health professional during a counseling session) or documents compiled for use in a civil or criminal proceeding. [4] X Trustworthy Source US Department of Health and Human Services Federal department responsible for improving the health and well-being of Americans Go to source
Although you own your medical information, you don’t own the actual paper, files and x-rays that your info is on, so don’t expect to walk out with the originals. You’re only entitled to copies from the originals. Your caregiver/medical facility has the legal right to charge you a copying fee, so ask how much it might cost. They may charge per page or a flat fee for the copying service. You’ll likely need to sign a release form at every facility that you request records from.
Use different colored index dividers to organize your medical records by medical provider and/or facility. In addition to color coding, organize multiple doctors alphabetically within the binder. Consider reinforcing the punch holes of your copied documents, especially if you or your caregivers are looking through the binder frequently. Keep in mind that any documents related to insurance claims/payments should be kept for up to five years, although if they’re related to your tax returns, keep them for at least seven years.
Use large and legible font for the content page — nothing too fancy or artistic (remember it’s not a scrapbook you’re making). If necessary, visit the website of the company that manufactured your index dividers for assistance in creating a printed table of contents. Use the blank table of contents that may have been included with the index dividers that you purchased for your binder.
For additional security and safety, consider keeping your binder of hard copies in a fireproof home safe or box. It may be more convenient to have your hard copies handy and near to where your desk and computer are, then focus on securing the digital copies instead (see below).
Most printers have the ability to scan documents, so no other equipment is typically required. Once you scan the hard copies into your computer, create a “Medical Records” folder and then a few subfolders for each medical provider. Drop the scanned files into the applicable folders. As an alternative, you can input the data from your hard copies into your computer by hand (by typing), but that’s a lot more time consuming then scanning them.
The cost of new software typically ranges from $25 to $75, and may include some sort of online technical support as well. Search online for the software that best suits your budget and level of computer expertise. Some companies may offer free trials for limited periods of time. Regardless of how your files are organized on your computer, they should be backed up onto a physical CD, external hard drive or portable flash drive.
You may need special apps and/or programs in order to access and navigate your online health records. Ask your primary caregiver (or their staff) for recommendations. If you’re worried about security of your personal information online, you can request that your caregiver/medical facility not store any of your files online.
With your permission, personal health records stored online can be accessed by your family members and caregivers, which eliminates the need to carry your hard copies in a binder around. If you use any online tools, make sure they are password protected. Be sure to record the log-in information and passwords of any Internet sites that store your health records.
