In the United States, HIPAA generally gives you the right to inspect and get copies of medical and billing information held by covered health care providers and health plans, and to ask them to amend information you believe is inaccurate or incomplete. Start by requesting the records from the provider’s records or privacy office, review them, then submit a separate amendment request for any specific error. Access is generally due within 30 days; an amendment response is generally due within 60 days.
Who can request your records under HIPAA?
HIPAA’s access and amendment rights generally apply to covered health care providers and health plans. The access right covers protected health information in a designated record set, which can include medical and billing records—not only the main clinical chart. Records may be on paper or electronic, and may include older or archived information that the covered entity still maintains or holds for it. See HHS OCR’s Your Medical Records and right-of-access guidance.
You may make the request yourself or have a personal representative do so where applicable. An organization must take reasonable steps to verify identity. HIPAA does not require you to explain why you want your records. State law may provide additional protections or affect the process; these federal rules are specific to the United States.
How to request a copy of your medical records
- Find the right contact. Ask the provider’s medical-records or health-information-management office, or its privacy office, how to submit an access request. For records held by a health plan, contact its privacy office or the contact listed in its privacy materials. HIPAA does not require one universal office name or form.
- Ask which submission methods are accepted. The organization may require a written request if it has informed patients of that requirement, and may offer or require its own form. Its process must not create an unreasonable barrier or delay. Do not assume every organization accepts requests by portal, email, mail, or in person.
- Describe exactly what you want. Include your name and identifying information the organization requests, the records or categories sought, and the date range. Say whether you want an electronic or paper copy, how you would like it delivered, and how staff can reach you if clarification is needed. You can also direct the copy to a person or organization you choose.
- Submit and keep a record. Save a copy of the request and any receipt, confirmation, or delivery proof. If the organization asks for additional identity verification or information, respond promptly and keep that correspondence too.
A concise written request can be as simple as: “I am requesting a copy of my medical and billing records for [date range]. Please provide them in [preferred format] and deliver them to [destination]. Please contact me at [contact information] if you need anything to process this request.” Use the organization’s required form if it has one.
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Choose a format and understand possible fees
You can ask for an electronic copy in a specific form and format. If the covered entity can readily produce it in that form, it generally must do so; if not, it can provide a readable electronic alternative agreed with you. You may also request paper. These rules do not require a provider to create new software or explanatory material just to fulfill a request. HHS explains the format requirements in its access guidance.
A covered entity may charge a reasonable fee for copying and mailing, where applicable, but HIPAA does not allow it to charge for searching for or retrieving records. It also cannot deny you access because you owe money for care. State law may give you stronger protections regarding fees.
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Psychotherapy notes are a distinct category: these are separately maintained notes by a mental health professional documenting or analyzing conversations. Under HIPAA, patients generally do not have a right to access those notes. This exception should not be confused with ordinary mental-health records, which may be part of the accessible record set.
How long a records request can take
HIPAA generally requires access within 30 days. If the information is not maintained or accessible on-site, the covered entity may take up to 60 days. It may use one additional 30-day extension only if it gives you a written explanation for the delay and an expected completion date. HHS ONC’s current patient-facing guide, Your Health Information Rights, describes these timelines.
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If the stated time passes without the records or a clear update, send a polite written follow-up. Refer to the date you submitted the request, ask for its status and expected completion date, and retain the reply.
How to ask a provider or plan to correct an error
Once you have reviewed the records, send an amendment request to the provider or plan that maintains the information. Identify the exact entry and date, explain what you believe is inaccurate or incomplete, and state the correction or context you want added. Include supporting details if useful, and follow the organization’s published process or form.
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An amendment request asks for a change; it does not guarantee that an entry will be rewritten. HIPAA allows covered entities to deny requests in certain circumstances, and a disagreement with a clinical judgment does not automatically mean the original record must be replaced. If the entity agrees, it amends information it created and takes required steps to notify relevant recipients. HHS OCR summarizes the right and its limits in Your Medical Records.
Most amendment requests should be handled within 60 days. The organization may take one additional 30-day period if it provides a reason for the delay. Keep the request, any evidence or explanation you submitted, and the response.
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What to do if an amendment is denied
If the provider or plan denies the amendment, you can submit a written statement of disagreement for association with the record. The original entry is not erased; your statement preserves your perspective alongside it. ONC explains: “If you and your health provider or health plan do not agree that an amendment is necessary, you still have the right to have your disagreement noted in your record.” See Your Health Information Rights.
Where to complain if access or correction rights are blocked
If you cannot exercise these rights, start with the provider’s or insurer’s complaint process and keep a written timeline of requests, responses, and follow-ups. You can also complain to the U.S. Department of Health and Human Services Office for Civil Rights (OCR); ONC identifies a state attorney general as another possible route. Check the agencies’ current complaint instructions and consider any state-specific rules. ONC’s Get it, Check it, Use it! guide covers practical steps for obtaining and using health records.
Access request versus amendment request
| Request type | What it is for | General HIPAA response period | What to expect |
|---|---|---|---|
| Access request | Get or inspect existing records held by a covered provider or health plan. | Generally 30 days; up to 60 days in specified circumstances, with one additional 30-day extension if written reasons and an expected date are given. | Copies or inspection of existing accessible information, subject to applicable limits and format rules. |
| Amendment request | Seek a change to information you believe is inaccurate or incomplete. | Generally 60 days, with one possible additional 30-day period if the entity gives a reason. | The entity responds; if it denies the request, you may submit a statement of disagreement to be associated with the record. |
For electronic versus paper delivery, the practical choice is convenience and the format the organization can readily produce. An electronic copy can be easier to store and share; paper may suit you better if you prefer a physical file.
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