Get medical records

Requesting your medical records, also known as protected health information (PHI), is an important part of managing your healthcare. The fee for obtaining copies of medical records typically covers administrative costs such as processing, copying, and delivering your records in your preferred format (paper, email, CD, etc.). If the records are sent directly to a healthcare provider, there is usually no charge; however, requests for personal use or to third parties may incur a reasonable, cost-based fee. Actionable tip: Always ask for an itemized estimate of any fees before making your request, and specify the format in which you want your records to avoid unnecessary costs.

Cost Breakdown for Medical Records Requests

• Direct to Healthcare Providers: No fee charged.
• Personal Use or Third Parties: Reasonable, cost-based fee may apply (covers administrative, copying, and delivery costs).
• Format Options: Paper, email, CD, or other available formats (may affect the total fee).

Insurance & Payment Advice

• Medical records requests for continuing care are often free when sent directly to your new provider.
• Insurance typically does not cover fees for personal copies; be prepared to pay out-of-pocket if requesting for your own use or for third parties.
• Contact the records department in advance for an estimate and clarify accepted payment methods.

Associated Considerations

• Processing times can vary; request your records well in advance of any deadlines.
• Ensure your authorization is complete and accurate to avoid delays.
• If you need only part of your record (e.g., lab results or imaging), specify this to reduce costs and processing time.

Frequently Asked Questions

• How can I request my medical records? You can request your records by submitting a written request via mail, email, fax, or through an online portal, specifying how you’d like to receive them.
• Is there a fee for obtaining my medical records? If your records are sent directly to a doctor or healthcare provider, there is no fee. Requests for personal use or third parties may incur a reasonable, cost-based fee.
• What formats are available for receiving my records? You can receive your medical records as paper copies, by email, on a CD, or in other available digital formats as you prefer.
• How long does it take to receive my medical records? Processing times vary, but most requests are fulfilled within a few business days to several weeks, depending on the volume and format requested.
• Can records be sent to someone other than myself? Yes, you can authorize your records to be sent to another person, employer, or organization by providing written consent.
• Will my insurance cover the cost of medical records? Insurance typically does not cover the cost of obtaining medical records for personal use or for third parties. Fees must usually be paid out-of-pocket.
• Can I request only part of my medical record? Yes, you can request specific sections such as lab results, imaging reports, or visit summaries to limit costs and processing time.
• What if I find an error in my records? If you find an error, contact the medical records department to request a correction. You may need to provide documentation supporting your request.
• Are there privacy concerns with requesting my records? Your privacy is protected under HIPAA regulations, and records are only released with your written authorization to the parties you specify.
• What information do I need to provide for my request? You’ll typically need to include your full name, date of birth, dates of service, specific records requested, and your signature on the request form.

How patients can request medical records

Did you know you have the right to get a copy of your medical records from Aurora? Also known as protected health information (PHI), your medical records are available to you in the format you prefer (paper, email, CD, etc.). You can even get medical records online.

Your medical records can be sent to anyone, including health care providers, employers or organizations. You can also request copies of your medical records for your own personal use.

There are three ways to request medical records from Aurora:

1. Log into your LiveWell account to view your medical information and download the information to your computer or mobile device. Visit our LiveWell web page to create an account if you do not have one.
2. Complete and submit one of these two forms: Patient Request for Health Information [PDF] or authorization for disclosure of health information [PDF].
3. Write us a letter requesting the release of your health information. The letter should include:
   • Patient first name, last name and date of birth
   • The specific health information you’d like released (e.g. specific date of service, specific condition, specific physician, date range)
   • The medical record format you prefer (paper or electronic)
   • The person designated to receive the records
   • Where to send the records
   • The signature of the person whose medical records will be released (or their legal representative)

If you have questions about how to request medical records, call 414-979-4590.

Ways to send us your request for medical records

1. Submit your request by email. It’s easy to get medical records via email – whether you complete one of the forms listed above or write us a letter. Simply email your completed request – including any forms or letters as attachments – to AuroraReleaseofInfo@aah.org.
2. Mail your request to:Aurora Health Care
   Attn: Health Information Management
   8901 W. Lincoln Ave.
   West Allis, WI 53227
   PHONE: 414-979-4590
3. FAX your request to:
   414-385-8032
4. Drop off your request at any Aurora Health Care Facility.

Is there a cost for medical records?

If your medical records are being sent directly to a doctor or other health care provider, there is no fee. For other types of requests, there may be a reasonable, cost-based fee.

If you have questions about possible costs associated with getting medical records, call 414-979-4590.

How third parties can request medical records

If you’re requesting medical records for one patient, please send your request and, if needed, authorization for disclosure of health information [PDF]. Use any of the delivery methods shown above.

If you’re requesting electronic data for multiple patients as a health care provider, health plan, or HIPAA business associate of a provider or health plan in need of electronic data to perform a payment or health care-related activity (e.g. HEDIS, audits, studies) as defined by HIPAA , please submit a completed Third Party Electronic Data Request [PDF]. Use any of the delivery methods shown above.