Second Letter Requesting Medical Records - Page 2

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BMedical Records Request Formb - Indian River Primary Care
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What is Second Letter Requesting Medical Records?

A Second Letter Requesting Medical Records is a formal written request to obtain medical records from a healthcare provider or facility. It is typically used when the initial request for medical records has not been fulfilled or when additional records are needed for a specific purpose, such as a second opinion or legal matter. The second letter serves as a reminder and an escalation of the request.

What are the types of Second Letter Requesting Medical Records?

There are two main types of Second Letter Requesting Medical Records: the follow-up letter and the demand letter. The follow-up letter is a courteous reminder to the healthcare provider or facility that the initial request for medical records has not been fulfilled. The demand letter is a more assertive and formal request, usually indicating legal consequences if the records are not provided.

Follow-up letter
Demand letter

How to complete Second Letter Requesting Medical Records

Follow these steps to complete a Second Letter Requesting Medical Records:

01
Address the letter to the appropriate contact person or department at the healthcare provider or facility.
02
Include your name, contact information, and any identifying information related to the medical records you are requesting.
03
Clearly state in the letter that it is a second request for the medical records, referencing the initial request if applicable.
04
Explain the reason for the request and any deadlines or urgency.
05
Request specific medical records or types of records that you need.
06
Be polite but firm in your tone, indicating the importance of receiving the records.
07
Include any relevant documentation or authorization forms, if required.
08
Provide contact information where the healthcare provider or facility can send the records.
09
Thank the recipient for their attention to the matter and express appreciation for their prompt response.

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Questions & answers

A request for information from health (medical) records has to be made with the organisation that holds your health records – the data controller. For example, your GP practice, optician or dentist. For hospital health records, contact the records manager or patient services manager at the relevant hospital trust.
Federal laws govern the privacy protection of medical records, along with some state laws. California medical records laws state that a patient's information may not be disclosed without authorization unless it is pursuant to a court order, or for purposes of communicating important medical data to other health care
1. How long must medical records be retained under California law? In short, medical records must be retained at a minimum for seven (7) years in compliance with state law. However, the many medical associations recommend that records should be retained for ten (10) years.
I was treated in your office [at your facility] between [fill in dates]. I request copies of the following [or all] health records related to my treatment. [Identify records requested, e.g. medical history form you provided. physician and nurses' notes. test results, consultations with specialists. referrals.]
Yes. You have a legal right to see your own records. You do not have to explain why you want to see them.
You can make a written request to either review or obtain a copy of your medical records pursuant to Health and Safety Code sections 123100 through 123149.5. You can view these laws on the California Legislative Information website.
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