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Discussion Starter · #1 ·
I cannot tell you how frustrated I am right now.<br><br>
Long story short.<br><br>
At our current practice (CP) they have records on my children, probably only 4 visits for both of them. We want to see a new dr. who has knowledge of nutrition and food allergies. This new practice (NP), for the meet & greet requires that they have a copy of your previous records.<br><br>
To avoid the problems we are now facing, I told the CP that we want to just visit this guy and see if he has anything to add to our knowledge of what is going on w/our guys.<br><br>
So I call the CP and ask what I need to do to have a copy of records transfered over. They ask why, I tell them I want to talk to him about the allergies and such. She wants to know if we are leaving the practice. I say no. She says I have to come in and fill out a release.<br><br>
So I have two children home w/chicken pox, so I send hubby out on the way to work, w/the fax # of the NP and address and such. This was about 3 weeks ago. He gets to the office, they ask if we are leaving. He says he doesn't think so and says something about the allergies (he defers to me). They tell him to bring the releases home so *I* can fill them out. Which defeats the whole purpose. So I get them home, fill them out and send them out as soon as we have some stamps.<br><br>
I get a call, again, from the original nurse I spoke w/ about if we are leaving the practice or not. I repeat myself. I ask about my records being transfered over, she says no problem. This was last week, probably tuesday.<br><br>
I call the NP on Friday to see if they got the records. Nope.<br><br>
I call the NP today on Wednesday to see if they got the records. Nope. I call the CP, the nurse or receptionist (never spoke w/this woman before in this tiny practice) and she looks up something. Says they were sent out at the end of last week and should be there today or tomorrow.<br><br>
I get a call back in a couple of hrs from the CP, the receptionist my hubby spoke w/when he picked up the releases, to ask if I'm leaving the practice. I again explain. They say there is no record of allergies in his chart. I said that was unusual b/c it was this practice that ordered the RAST test for my older son. I then say, are you trying to tell me that the records haven't gone out yet? She says no, they haven't, and wants to know when my appt is. I explain they won't give me an appt w/o the records. But she'll send them out today--I ask her to fax them.<br><br>
At 4 o'clock I call the NP to see if the records are there. NOPE. Still no records before closing.<br><br>
What do I do? I am beyond frustrated and I am ready to go down there and demand a copy of all our records and leave the practice, which is what we are doing now, without a doubt.<br><br>
But who do I complain to? This is out of freakin' control.<br><br>
Thanks
 

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Whenever I want copies of my or my children's records, I type an official business type letter with the date at the top, and a special line between my address and the doctor's address that says:<br><br>
"CERTIFIED NUMBER xxxx xxxx xxxx xxxx<br>
First Request<br><br>
Then: Dear Sir..."<br><br>
In a week, if you have not heard from them, you send the same letter with "Second Request".<br><br>
See a lawyer in the meantime who can write a nastier letter for a small fee, if that is what you desire.<br><br>
Your get my drift.<br><br>
'Oral' requests for things as important as medical records are not worth the 'paper' they are written on.<br><br><img alt="" class="inlineimg" src="http://www.mothering.com/discussions/images/smilies/innocent.gif" style="border:0px solid;" title="shy">
 

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Also have a face to face converstation with the doctor. His staff is inept and he might be out of the loop on this one.<br><br>
I had a situation and I talked to the Doctor directly, had an appointment. He was very shocked and not happy. He made a comment nobody ever complains directly to him. He looses clients and really didn't/doesn't know why if it was him or staff.
 

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Well, HIPPA laws discourage faxing records between different practices. Not sure it's illegal.<br><br>
They're definitely messing with you, but they could just be stupid and not malicious.<br><br>
I second the idea to speak to the doc directly. Don't assume that stupid staff means stupid doc.<br><br>
I might also call and say, I am coming to pick up the records. You will have them copied and ready. Do I need to bring money to pay for the copies?<br><br>
You could also try having the other practice request them.<br><br>
I don't know if you live in a big or small place, but actually several weeks is a pretty good turn around time for records here, in big or small practices.<br><br>
mv
 

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if possible i woudl go to the office and demand they copy them for you right then and there. its a violation of hippa what they are doing (sorry, nak) and i would threaten them with reporting them to your state's health department and fed. HHS.<br>
they can not withhold. and its OK to fax. all they need is YOUR consent (or your dh's). its ridiculous what they did. i would leave just on principle, but thats just me.
 

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It is not illegal to fax medical records. Some states require a separate signature line or a disclaimer ("if you received these records in error" sort of thing), but it is perfectly legal to fax. Also it is neither necessary nor polite (and possibly illegal) to ask ANYTHING about why records are being sent ANYWHERE. It is not the office's business. I would stop explaining yourself, or at the very least say "I hadn't planned on leaving this practice, but if I don't get some results around here I certainly will."
 

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They will try and say that it is illegal to fax medical records but it is not. I went through something similar with my ob/gyn when trying to get medical records for an endocrinologist. They probably want to know if you are leaving the practice so they can charge you a dollar a page to copy them.<br><br>
Go in again and sign their form in front of them and don't leave until you get those charts. Demand, at some point, that if it would be easier you'd be happy to photocopy them yourself in their office. They won't like that and will probably do it immediately just to get rid of you.
 

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I had this happen one time. It tookthem nearly three months to get us a copy of the records. Their explaination was that "we don't keep the records here in the office. They are filed someplace else and we only pull the files for those who have appointments". I questioned how they had our record the month before when I called for an embergency appointment and got in within in the hour and she said she wasn't sure blah blah blah.<br>
We filled out NUMEROUS forms, the other practice called several times, my husband went into the office etc etc.. And in the end, we ended up paying for our own medical records.<br><br>
In the future, what you need to do is this.. make yourself a copy of the records to keep at home. Then, each and every appointment, ask for a copy of anything new added to the record. You can even bring your file with you and compare to the one they have in hand at the moment. It gets confusing though when you go to someone that keeps only forms you sign in the folder and everything the doctor writes/does is in the computer (they carry around a little laptop and can do persciptions, make notes etc etc right there). But ask that it be printed out. That way, you always have a copy and they can't hide anything from you. You might fnd you are surprised at what they write down but never say outloud. I was.
 

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Call the new docs office back to and try to speak with someone else (even the doc personally, rather than the receptionist).<br><br>
I had this problem when I moved out of state and couldn't get the old doc to send files. The new doc's receptionist had originally told me they couldn't make an appointment without the old files, but when I called back and spoke to someone else, there was no problem in setting up the appointment.<br><br>
Come to think of it, that old doc never did send up the files. The new doc just started her own file on us and it has never been brought up since.
 

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<div style="margin:20px;margin-top:5px;">
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<table border="0" cellpadding="6" cellspacing="0" width="99%"><tr><td class="alt2" style="border:1px inset;">
<div>Originally Posted by <strong>SneakyPie</strong></div>
<div style="font-style:italic;">I would stop explaining yourself, or at the very least say "I hadn't planned on leaving this practice, but if I don't get some results around here I certainly will."</div>
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<br><img alt="" class="inlineimg" src="/img/vbsmilies/smilies/yeahthat.gif" style="border:0px solid;" title="yeah that">: I would be livid at this point! Definitely let the doc know what's going on here. I hope you get what you need soon!!
 

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<div style="margin:20px;margin-top:5px;">
<div class="smallfont" style="margin-bottom:2px;">Quote:</div>
<table border="0" cellpadding="6" cellspacing="0" width="99%"><tr><td class="alt2" style="border:1px inset;">It took them nearly three months to get us a copy of the records.</td>
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What would happen if you took nearly three months to pay your bill?<br><br>
Ninety days in arrears usually gets your account turned over to a collection company, and your credit rating dinged.
 

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So this thread got me thinking that I do need to get my daughters records from our last pediatrician since she won't see us anymore because of the vax issue. I called just a bit a go and asked. They said I needed to come in and sign a form and then it would take 10-14 days to get a copy because they ues a "copying service". How lame. I asked her if they had a copier there in the building. She said yes so I asked if I could just copy them myself using their copier. She said no but that if I asked really sweetly (ugh) and let the woman up front know that I needed them immediatly, that she *might* make a copy for me. how long can it take to make a copy of ten or twelve pages? silly silly. I should have been keeping up all along. Now I knew better.<br><br>
Amber
 

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Just a note here about getting records the same day...<br><br>
Many docs dictate their notes and have them transcribed later that day. So may may not be available.
 

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<div style="margin:20px;margin-top:5px;">
<div class="smallfont" style="margin-bottom:2px;">Quote:</div>
<table border="0" cellpadding="6" cellspacing="0" width="99%"><tr><td class="alt2" style="border:1px inset;">
<div>Originally Posted by <strong>gilnikche</strong></div>
<div style="font-style:italic;">Just a note here about getting records the same day...<br><br>
Many docs dictate their notes and have them transcribed later that day. So may may not be available.</div>
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Yeah that, at one point a few months ago we were 8 days out! And, right now, our release of information department is 3 months behind (but the OP said hers was a small clinic so that's probably not the case in this situation).
 

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I would call and tell them you are coming in(give them a day if you want to be nice) for a copy of your childrens medical records. Tell them to have both the original and copy ready for review.Once you have a complete copy leave,and prehaps never go back.
 

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Like always seems to happen in medicine, the HIPAA laws, meant to protect patients privacy rights, led to a counterproductive pendulum swing in which it became cumbersome and difficult for patients and caregivers to access medical records.<br><br>
When one care provider is contracted to care for a patient and requests medical records in order to facilitate this, this is NOT a HIPAA violation. If your new doc were to request your medical records, and it was understood that s/he was now entrusted with provision of your care, the old doc can and should readily forward them, even if you DON'T sign any release of information.<br><br>
It would only be a HIPAA violation if you were not under the care of the new doc or if your records were made available to any third party without your consent. Sharing of relevent medical records between care providers is fine.<br><br>
That being said, your docs might not be savvy to the rules of the game.
 

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i tried to get a copy of my records one time and they were going to charge $5 per page. and if it was front AND back it would be $10 <img alt="" class="inlineimg" src="http://www.mothering.com/discussions/images/smilies/angry.gif" style="border:0px solid;" title="angry"> . i got my new doc to call over and get them for free for me.
 

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the number of "good" docotrs/doctor's practices seems to be shrinking greatly :sigh:
 

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Discussion Starter · #19 ·
Thank you for all the posts. I haven't been on the computer since I last posted.<br><br>
They ended up faxing the records at 7.40 that night. <img alt="" class="inlineimg" src="/img/vbsmilies/smilies/rolleyes.gif" style="border:0px solid;" title="rolleyes"><br><br>
AND, the reason why they kept calling me was that the staff was getting notes from my Nurse practitioner (the 'doctor') asking questions. But she never called me directly.<br><br>
So, we were planning to keep me and hubby at this practice, but if we are happy w/the new practice, we are going to get all records transfered over---and I'll do it right from the new practice's office.<br><br>
Thanks, and sorry to hear that others went through this bureaucratic nightmare.<br><br>
Amy
 
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