Requesting Medical Records From Another Facility (Video)

These are the steps that I take once a doctor enters an order to get medical records from another facility.  

  • Grab the Medical Records Request form. Place a patient label on the form.
  • Write the name of the facility, the city, and the state where it is located, the telephone and fax number. If necessary I'll call the facility and verify the Medical Records Department's fax number or verify by looking on their website. 
  • Fill in the patient's name and Date of Birth. I do not put the patient's Social Security number on the form, even though there's space for it. 
  • The date that the patient was in that facility.
  • I'll write the name of the requesting doctor and what type of record they are requesting  (lab results, x-ray results, discharge summary, etc).
  • I then hand the form to the nurse and wait for them to bring it back to me signed. Once it's signed, I'll get a fax cover sheet, fill in the required information and then fax it. 
  • Once I get a fax confirmation sheet, I'll staple all 3 pieces of paper together and place it in the front of the patient's chart. 
  • Sometimes the other facility will fax the paperwork back to the unit and sometimes they'll fax it to the Medical Records Department within the hospital. 
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