Medical Records Request

Medical Records Requests for BioClinic

Medical Records 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 the state of Arizona a copying fee is any reasonable fee. We have the following fees associated with medical record copying at BioClinic:
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 at 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 records 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 out our medical release of information form beforehand and it must be available to our medical records department before we can send your medical records to another health care provider. There are some exceptions to this rule: Please read more here.

How to Request Your Medical Records

1) Call our medical records phone line and leave a message.

BioClinic’s Medical Records Phone Line: (928) 388-6116

When you call into our medical records line you will be prompted to leave the following information on our voice message.

  • Your First & Last Name
  • Date of Birth
  • Name/Type of medical record you are requesting
  • Whether you want the entire record or just part of the record
  • Name of the recipient and their contact information for where you want us to send your medical records to
  • Your phone number to call you back in case any additional information is needed
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 and on weekends or Holidays will be on addressed the next business day.
2) Via Patient Portal
If you have access to our Patient Portal you can send us a message with a medical records release request and please provide us with following information:

  • Name/Type of medical record being requested
  • Whether you want the entire record or just part of the record
  • Name of recipient and their contact information of where you want us to send your medical records to
Please give us 24 hours to have your medical records compiled. Messages are checked every day and will be handled in the order they were received.
Messages left after hours and on weekends or Holidays will be on addressed the next business day.
3) Come in to your provider’s office in person and request to have your medical records copied and released.
4) If you have a recipient for your medical records, send us a fax request to start the release of your medical records.
5) If you have a recipient for your medical records mail us a request for your medical records at:
Bio Family Clinic, PO BOX 669
Yuma, AZ 85366

 
Note: You must have filled release of information beforehand 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
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