Medical record requests

Medical records requests at Bio clinic:

Medical record retention period:

Unless otherwise required by statute or by federal law, we retain the original or copies of a patient’s medical records as follows:

1. If the patient is an adult, for at least six years after the last date the adult patient received medical or health care services from that provider.

2. If the patient is a child, either for at least three years after the child’s eighteenth birthday or for at least six years after the last date the child received medical or health care services from that provider, whichever date occurs later.

Medical record copying fee:

The Omnibus Rule, effective 9/23/2013, “allows for the identification of labor costs for copying protected health information (PHI), whether in paper or electronic form, which can include a reasonable cost-based fee for time spent creating and copying the file”.

In state of Arizona, copying fee is any reasonable fee. We have following fee associated with medical record copying:
Pages 1 – 25 : $1.00 per page
Pages 26+ : $0.50 per page
X-rays / Other Media : Actual cost of reproduction
Postage : Actual cost of mailing

Please note: Fees are subject to change any time based on new laws passed

Time frame for copying medical records:

Usually, your health care provider must respond to your request for your record as
promptly as required, but no later than 30 days after receiving your request.

Denial of medical records:

Occasionally, Your health care provider can deny your request for your medical record
because they believe that seeing it might endanger you or another person, you have the
right to have a different health care professional review their decision.

 Release of medical records request to a third-party:

Note: You must have filled release of information before hand and available to medical record department before we can send your medical records to another health care provider.  There are some exception to this rule: please read more here

read more

How to request your medical records:

1.Call our medical record hotline and leave message:

            Bio Clinic medical records phone line:

928-388-6116

Please when you call into our medical record line, you will be promoted to leave following information on our voice server.

Your First & last Name, Date of birth, Name of medical record, Whether you want the entire record or just part of the record.Name of recipient and their contact information where you want us to send your medical records and your phone number to call you back.

Usually, your health care provider must respond to your request for your record as
promptly as required, but no later than 30 days after receiving your request.

Messages left after hours, on weekends or Holidays, will be on addressed next business days.

2.Via patient portal:

If you have access to patient portal, you can send us message for medical request release Please provide us with following information:

Name of medical record, Whether you want the entire record or just part of the record.Name of recipient and their contact information where you want us to send your medical records.

Please give us 24 hours to have your medical records complied. Messages are checked every day and will be handled in the order they were received.

Messages left after hours, on weekends or Holidays, will be on addressed next business days

patient-portal-button

3: Stop in person at your provider’s office and request for copying your medical records.

4. Have recipient of your medical records send us fax request to release medical records

5: Have recipient of your medical record mail us request for medical records

Bio clinic                                                                                                                                                 PO Box 669                                                                                                                                       Yuma, AZ 85366

Note: You must have filled release of information before hand and available to medical record department before we can send your medical records to another health care provider.  There are some exception to this rule: please read more here

read more