How to Transfer and Get Copies of Your Medical Records

You have a right to see your medical records or get copies. You may view most of your medical record online if you get care at a Group Health Medical Centers clinic.

Transferring records: You don't need to transfer records if you are seeing different providers at Group Health Medical Center clinics. If you are requesting that Group Health send a medical record to a non-Group Health medical facility, you will need to sign a release form below. There is no charge.

Copies for your own records: You can request copies of your medical record and your children's medical records by filling out the appropriate form below. You may be charged for medical record copies that are sent to your home instead of a medical facility. (See the Charges section.)

Forms for Requesting Records

Fill out the appropriate form to transfer a record to a non-Group Health provider or facility, or to get your own copy.

Inpatient/Outpatient records: Use this form to get copies of records from office visits and procedures at Group Health Medical Centers locations and hospital stays. See our instructions on filling out the form.

Radiology: This page explaining how to request X-rays and other images.

(If you want to transfer a prescription to Group Health, see Group Health Pharmacy Information.)

Submitting Your Form

Submit your request to the Business Office of your local Group Health medical center or by fax or mail to your regional location. There is no charge if you are requesting records to be sent directly to a health care facility for continuing care or transferring care.

Western Washington
Centralized Release of Information
125 16th Ave. E.
Seattle, WA
98112

206-326-3058 or 1-866-656-4184
Fax: 206-326-2599

Central & Eastern Washington and North Idaho
Centralized Health Information Management
521 E. Sprague Ave.
Spokane, WA 99202

509-241-7824
Fax: 509-232-3127

Processing Your Request

We will make records available in a timely fashion not to exceed 15 working days. If we're not able to make records available at the time of request, we will inform you of the status of your medical records and produce your medical record within 21 days from the receipt of the request. If the information requested does not exist or cannot be found you will be notified within 15 working days. These timeframes are consistent with state law RCW 70.02.080 and 70.02.090.

Medical records usually are mailed. Only in emergency situations may records be picked up. A valid photo ID must be presented.

If someone other than the patient picks up records, we require a note from the patient that specifies who may pick up the records. That person must show a valid photo ID.

If you are requesting records from a non-Group Health medical facility, you must contact that facility directly.

Charges for Personal Copies

Group Health members can view and print their online medical record at MyGroupHealth if they are registered and logged in to ghc.org.
 
If you need Group Health staff to copy medical records and send directly to a health care facility or provider outside of Group Health, there is no charge.  This is considered continuing care and transfer of care.

If you are requesting copies of medical records for yourself, you will get the first six pages free of charge. Additional pages will result in a copy fee being applied. In addition, postage and sales tax may be charged. You may be invoiced or required to pay applicable fees prior to obtaining the copies. If charges exceed $10, payment may be required prior to receipt.  Information disclosed pursuant to this authorization will not be redacted. Additional fees may apply if redaction is required.

If you are requesting records to be disclosed directly to yourself, the following charges apply (updated Feb. 21, 2014):

1-6 pages: no charge
7-30 pages: $ 1.09 per page
31 or more pages: $ .82 per page
Tax: applicable amount
Redaction:  $200 per request if applicable
Postage: applicable amount if records are mailed

You may request copies on paper or DVD. Prepayment is required for total amounts exceeding $10. Records requiring prepayment will not be copied until the payment is received. 

When your record is copied and prepared for you, the copies and an invoice will be sent to you from IOD Incorporated. Payment to IOD Incorporated is due upon receipt of your copies. IOD Incorporated will send you an additional prepayment notice if the charges for your copies exceed $10.  (For background information about charges, see note below.*)

Records From Contracted Providers

If you get care from a doctor or other provider who isn't based at a Group Health Medical Center clinic, you must contact that provider or medical facility to get copies of records or to have your records transferred.

Your Rights

You may revoke release authorization at any time by submitting the Revocation form to your health care provider, unless the provider has already acted on the original request.

You have the right to request changes to your record. You also have the right to know when information from your record has been inappropriately disclosed. You may request restrictions on the use and disclosure of personal information.

For more information see:

*Note: Group Health medical record copying fees are determined consistent with HIPAA (See 45 C.F.R. 164.524(c)(4) and 78 FR 5636 (Jan. 25, 2013) and Washington law (See WAC 246-08-400 ) requirements. For requests for electronic copies, our cost does not include printing or mailing or the cost of searching for and retrieving electronic personal health information.  However, the allowable costs, including labor, are greater than the Washington state allowable maximum. Therefore, the fees for both electronic and paper copies are set at the WAC 246-08-400 maximum limit.

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