Need to Find a New Doctor? How to Transfer Medical Records, Care, and Prescriptions
Key takeaways:
Transferring healthcare teams can feel overwhelming. That’s especially true if you’ve been seeing your current primary care provider or specialist for a long time.
Your new office will have systems for new patients to provide the best care as they get to know you.
There are steps you can take to prepare for the transition to make the process as seamless as possible.
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Maybe you’ve relocated for a new job or changed health insurance. Or you’re seeking a second opinion or seeing a specialist. Whatever the reason for finding a new doctor or healthcare professional, transferring to a new office can be burdensome. But the correct information makes things easier for you and your new healthcare team.
Here, we’ll discuss ways to ensure your transfer goes smoothly.
Do you have to transfer medical records to a new doctor?
No. You don’t necessarily have to transfer your medical records before your visit. If you have a simple medical history, a summary from you may be all your new team needs to get started. But if your medical history is more complex, transferring records is a good idea. This is especially true if you’re seeing a specialist or seeking a second opinion.
Your new healthcare professional will often review your records before your first visit. It helps them prepare for their time with you. And it will allow them to spend more time during the visit addressing your questions and concerns. Also, if you’ve recently had any testing, it can help prevent unnecessary repeat testing.
Some of the important records your new team may want to review are:
Office notes
ER visits
Hospitalization summaries
Surgical records
Test results, such as labs and imaging tests
How do you transfer a prescription? Follow these three steps to get your medications transferred to a new pharmacy.
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Your new office will also ask about your family history. So, you’ll want to bring that info with you to your first visit. Ahead of time, ask your relatives — especially grandparents, parents, or siblings — about their medical history. It’s essential for your primary care provider to know what health problems run in your family.
Can your doctor get your medical records without your consent?
Yes, the HIPPA Privacy Rule allows healthcare professionals to share information about your health so that they can care for you. This only applies to professionals who are treating you for a medical condition. Knowing your medical history could be vital during a medical emergency.
Still, they may ask you to complete a release form before sharing your records for non-urgent visits. And you shouldn't assume that your previous doctor’s office will send records automatically.
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How to transfer your medical records
Transferring your records may take time, so it’s helpful to start the process as soon as possible. If you can, try to send your records to the new office before your visit. This can be done in two main ways:
Printed records: It’s less common these days to have physical print-outs of your medical records. But you can always bring printed records to the office.
Digital records: Many healthcare offices have an online patient portal where you can access your personal health records. You can then download your records from your current healthcare organization and upload them to your new organization.
In some cases, different healthcare offices may use a shared electronic health record system. But it’s important not to assume that your new healthcare office can see your digital records. You can always call and ask whether this is the case.
How to request medical records
The process may vary between offices. But requesting medical records usually involves the following four steps:
Contact your current healthcare office for instructions on obtaining your records. You can do this by checking their website, calling, or going in person.
Fill out a release form. This form can be digital or printed. It gives permission to your current healthcare office to duplicate and release your records to a person or facility.
Ask about any fees. While you won’t ever be charged a fee for someone looking up your medical records, you may be charged for printing or mailing records.
Confirm your delivery method and processing time. Depending on the way you request and transfer your records, this can take varying amounts of time. And consider keeping a copy of your documents for your own files.
Depending on your medical history, your entire record may be extensive. This might mean it will take longer to get your record and for your new office to review it.
What is a medical records release form?
As mentioned above, a medical records release form gives your permission for your health records to be shared. There’s no standard form for the release of medical records. But they typically require the following information:
Your name and date of birth
The name and contact information of your current primary care provider or healthcare professional
The approximate dates of the services you’re requesting records for
The destination of records (usually your new healthcare office)
Your relationship with the patient if you’re not the patient (if you’re a guardian or healthcare proxy, for example)
Signature and date
You can also ask for specific portions of your records. Ask your new office if you need clarification on which records to send. They can tell you which records are the most relevant.
Do your prescriptions get transferred with the medical record?
Your current healthcare team will likely have a list of medications they prescribed in their office in your medical record. But your complete list may need to be updated. This is especially true if you have prescriptions from multiple offices.
It’s best to bring a list of your current medications to your visit. This should include prescribed medications, over-the-counter (OTC) medications, and any supplements you take. For each medication or supplement, include the following information:
The name of the medication
The dose
When and how often you take it
The number of pills and/or refills you have left for prescribed medications
You could also bring pictures of your prescriptions or the original medication bottles. But this may be more difficult for them to process. And it’s always a good idea to have a full list of all your medications on hand.
It’s important to know that transferring your medication list to your new doctor’s office doesn’t mean your prescriptions will be refilled or transferred to a new pharmacy. And keep in mind that some prescriptions need monitoring with blood tests.
Be proactive and talk to your current prescriber before transferring your care. Make sure you have enough of your medication to last until you get established with your new healthcare team.
How do you find a new doctor?
When looking for a new healthcare professional, a good place to start is with your current one. This is especially important if you still need to get an appointment lined up with someone new. If you feel comfortable, ask them for recommendations.
But this may not be possible in every situation. Here are a few other options:
Friends or family members may also have recommendations for healthcare professionals in your area.
If you’re relocating for work, consider asking if your employer has a list of healthcare professionals in your area.
You can check with your insurance provider for a list of in-network professionals. If you don’t have health insurance, look for a list of low-cost health centers in your community.
What about telehealth?
Depending on the type of care you receive, your current primary care provider may offer to see you for a telehealth visit. This may not be possible if they need to perform a physical exam or get tests during your visit. Depending on where you live, you may also need to be in the same state as the healthcare professional.
The bottom line
Whenever you’re changing the people or place where you receive your medical care, transferring your medical records helps ensure a smooth transition. The process can take time and effort. If you have questions about what records to get — or how to get them — the best thing to do is ask. Your new office may even offer to help request records. Consider asking for a copy of your test results as you get them. This way, you can have a copy ready for future specialists or healthcare professionals.
Why trust our experts?
References
Healthcare.gov. (n.d.). How to find low-cost health care in your community.
HealthIT.gov. (n.d.). How to get it.
HealthIT.gov. (n.d.). Frequently asked questions.
Office for Civil Rights (OCR). (2022). Does a physician need a patient's written authorization to send a copy of the patient's medical record to a specialist or other health care provider who will treat the patient? U.S. Department of Health and Human Services.
U.S. Department of Health and Human Services. (2020). Your medical records.
