How to Obtain Medical Records of a Deceased Relative
- 1). Determine what type of business is holding the medical records. If the agency holding the medical records you want is a corporation, that will change to whom correspondence is addressed. If it is a corporation, address all request letters to the corporation and not to individual doctors.
- 2). Contact the agency holding the records. Although you can make an initial call for the records, the likelihood of success by this method is low. However, you may be able to obtain the proper request forms by making a call. If a company holding the deceased's medical records has no specific forms, a request letter may suffice.
- 3). Put the request in writing. Be as official as possible when making the request. Include as much of what you're trying to obtain as you can. For example, if you need medications that were given to the deceased, include a Medicinal Administration Request, or MAR.
Also, it may be prudent, especially if the records will be used in court, to create and include a Bates Number. A Bates Number is a unique serial number that is attached or stamped on every page of a document. It can include letters and numbers, and include such things as the date along with random characters. - 4). Use the Freedom of Information (FOI) Act, which is available online. For the specific task of getting the medical records of a deceased relative, find an FOI request letter generator. This will give the requesting person or persons an example of the specific language to use for such a request.
- 5). Ask the personal representative of the deceased's estate to get the information. Medical records do not belong to the estate, so the deceased's personal representative cannot approve or deny a request for the records. However, under the Health Insurance Portability and Accountability Act (HIPAA) Privacy Rule, the legal representative for a deceased individual has the right to request those records.
- 6). See a doctor. A doctor who is treating a relative of a deceased person, where the medical records of the deceased are related to the treatment of the relative, can request the medical records without a prior authorization. Like the personal representative, a doctor has this right under the HIPAA Privacy Rule.
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