A new doctor can only work with what they can see. When you move to Florida, or start spending more of the year here, your records are what let a first visit build on years of history instead of starting from scratch. Getting them moved takes a little paperwork and some lead time. This is how to do it calmly and well before you need them.

Your right to your records

Under the HIPAA Privacy Rule, you have the right, with few exceptions, to inspect, review and get a copy of your medical and billing records from doctors, hospitals and health plans. The U.S. Department of Health and Human Services also notes that a provider may send copies of your records to another provider as needed for treatment, or with your permission.

A few more points from the same HHS guidance are worth knowing:

  • A provider cannot refuse to give you a copy because you have not paid for services you received.
  • A provider may charge reasonable costs for copying and mailing, but cannot charge you for searching for or retrieving your records.
  • If you find something wrong in your record, you can ask for a correction, and the provider must respond.
  • Psychotherapy notes kept separately by a mental health professional are an exception to the access right.

Providers generally must act on a request for access within 30 days, according to HHS, so it is wise to plan for the full window.

Step 1: List everyone who holds a piece of your history

Records are scattered. Before you request anything, write down each place that has seen you in the past five years or so:

  • Your current primary care doctor
  • Specialists, such as cardiology, Nephrology, endocrinology, gastroenterology or dermatology
  • Hospitals where you had a stay, emergency visit or procedure
  • Imaging centers and outside labs
  • Any urgent care or walk-in clinic you used for something significant

Your primary care doctor’s file often includes many specialist letters, so start there. Then fill the gaps.

Step 2: Ask for the parts that matter most

A full chart can run to hundreds of pages, much of it routine. Asking for a focused set usually gets you a faster, more useful packet:

  1. A current problem list and medication list, including allergies
  2. The last two or three years of visit notes from your primary care doctor
  3. Recent lab results, especially kidney function, blood counts, cholesterol and A1c if you have diabetes
  4. Imaging reports, ECGs and any heart or lung testing
  5. Consult letters from specialists and reports from any procedures or surgeries
  6. Your vaccine record and dates of past cancer screenings
  7. A copy of any advance directive or health care surrogate document

If you have a long-standing condition, ask for the earliest records that confirmed the diagnosis as well. A kidney biopsy report from ten years ago, for example, can spare you repeat testing.

Step 3: Make the request in writing

Most offices have their own records request or release form, and many let you request copies through a patient portal. Either way, your request should include your full name, date of birth, the date range you want, what you want sent, and where it should go. You can have records sent to yourself, to your new doctor’s office, or both.

Having a copy for yourself is useful. Ask whether the office can provide records electronically, which is easier to store and to share later. Keep a short log of when you asked and whom you spoke with, so a follow-up call is simple if nothing arrives.

Step 4: Bring the essentials to your first visit

Even when records have been sent, bring your own short summary to the first appointment: your medication bottles or an exact list, your most recent lab results, the names and phone numbers of your other doctors, and any questions you want answered. If a family member helps with your care, a written authorization lets the new practice speak with them.

If you split your year between two places, this is also the time to agree on how your doctors will share updates. We cover that in a seasonal resident’s guide to primary care in Palm Beach.

Moving your records to Legacy Medical

If you are joining Legacy Medical, sending your records ahead of your first visit gives Dr. Shtern time to read them before you sit down together. Labs are drawn in the office, so any gaps can be filled without a separate trip. If you have questions before you start, you can contact the office or read about how we work with seasonal residents.

A good first step is a complimentary meet and greet with Dr. Shtern. Bring whatever records you already have, even if the set is incomplete. It gives her a starting point, and gives you a chance to see whether the practice is the right fit.

This article is general information, not advice for your situation. Members can call the office with questions about their own care.