Keep records private
Use only a verified portal, records office, or transfer method supplied by the responsible healthcare organization. Never send records, identification, diagnoses, images, portal credentials, or insurance information to The Health Question.
1. Ask the receiving office what it needs
Do not order every page automatically. Ask whether it needs visit notes, laboratory or pathology reports, imaging reports, original imaging files, procedure reports, discharge summaries, or a medicine list.
“Which records are necessary for this visit, what date range should they cover, and how should the sending office deliver them securely?”
2. Request records from each organization
HHS explains that, with limited exceptions, HIPAA gives individuals a right to inspect and receive copies of records held by covered providers and plans. Processes, identity checks, formats, fees, timing, and exceptions can vary. Use the organization’s official request form or portal.
3. Choose the useful format
Ask whether the new office needs an electronic report, paper copy, or original imaging files. A written imaging report may not replace the images themselves. Confirm compatibility before paying for or transmitting anything.
4. Confirm receipt
Before the appointment, ask the receiving office whether the complete records arrived and can be opened. Keep your confirmation and request details in your own private files.
“Could you confirm which records arrived, whether they are readable, and whether anything important is still missing?”
5. Check for obvious errors
HealthIT.gov recommends getting, checking, and using health records. If something appears incorrect, contact the organization that created it and ask about its amendment process. Do not alter an original report yourself.
6. Avoid delaying needed care
Missing records may affect how a visit proceeds, but they should not delay emergency evaluation. Ask the responsible professional what can safely wait. This website cannot decide whether waiting is medically appropriate.
What to do today
- Ask the new office for its exact list.
- Identify which organizations hold those records.
- Use each official request process.
- Choose a secure, compatible format.
- Confirm receipt before the visit.
- Bring a private backup only if requested.
Related guides
Read what to bring to an appointment and how to prepare for a second opinion.
Official starting points
Sources checked September 6, 2026. This is general educational information, not medical or legal advice. The Health Question does not request records, complete forms, determine rights in an individual case, or manage transfers.