How to Check Your Medical Records for Errors

How can you get your older records?

State laws determine how long a provider must keep your health records — and it varies from state to state. Some providers keep older records off-site. If you haven’t been to your provider in more than 5 years, your records may be archived — but you may still get a copy.

What can you do if something is incorrect?

Under HIPAA (Health Insurance Portability and Accountability Act), if you think there’s an error in your health record, you have a right to ask your provider to correct it.

If you want to have an incorrect information fixed, here are the steps you should follow:

Step 1: Contact your provider

Contact your provider’s office and discover what their process is for changing your medical record. They may ask you to write a letter or fill out a form. If they have the form you need, ask them to email, fax, or mail a copy to you.

Step 2: Write what you want fixed

If your provider has a form, and you want to correct a mistake: Fill out the form and attach a copy of the record page where you found the mistake to help them find it.

If your provider doesn’t have a form, or it’s a more complex mistake, write a letter describing the correction. Make sure you include:

• Your full name, address, phone number
• Your doctor, nurse, or provider’s full name and address
• Date of service
• A short, specific, and clear explanation of what needs to be fixed and why
• A copy of the record page where you found the mistake
• Your signature

Step 3: Make a copy of your request

Make a complete copy of everything you’re sending to your provider for your own records.

Step 4: Send your request

Depending on your provider’s processes, you can send your request by:

• Secure email through your patient portal
• Non-secure email (your personal email)
• Fax
• Mail (standard postal service)
• In person

Important information: If you want to deliver your request by email, you must attach digital copies (PDF files) of the record page where you found the error and the request form. Remember, using secure email or a patient portal helps protect your privacy and personal information.