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What to do when a doctor's office won't send your medical records

Use the free tool — Medical Records Request

You have a right to a copy of your records

Under federal law, you generally have the right to get a copy of your medical records. The provider must act within 30 days. They can take one extra 30-day extension, but only if they tell you in writing why. This comes from HHS guidance on your right to access your health information (HHS — Your right to access your health information).

What they can charge you

They can only charge a cost-based fee. That means labor for copying, supplies, and postage. They cannot charge you for the time spent searching for or retrieving your records (HHS — Right of access fees, 45 C.F.R. 164.524(c)(4)).

• They cannot refuse to give you records because you owe money on your bill.
• If your records are kept electronically, you can ask for an electronic copy.
• You can ask, in writing and signed by you, to have the copy sent directly to someone else.

In Florida, the licensing board sets the exact fee that a practitioner may charge under Fla. Stat. 456.057. Confirm the current rate with the board before you pay (Fla. Stat. 456.057).

Florida rules for doctors and hospitals

Florida law requires licensed practitioners to furnish copies of records on request (Fla. Stat. 456.057). Hospital records in Florida are covered separately, including who may request them (Fla. Stat. 395.3025). When state law is more favorable to you than federal law, the state rule applies.

Requesting records for someone else

You may be able to request records as:

• The patient themselves.
• A parent, for a minor child, with some limits.
• A health-care surrogate or agent under a health-care power of attorney — attach it.
• A personal representative of a deceased patient's estate, or, in Florida, certain next of kin under Fla. Stat. 456.057 — attach proof of authority.

This guide cannot tell you whether you personally qualify beyond these categories. Confirm with a professional or the agency if you're unsure.

If they ignore you or try to overcharge

Try these steps, in order:

1. Send a dated second letter.
2. Contact the provider's privacy officer.
3. File a free complaint with the HHS Office for Civil Rights within 180 days (HHS OCR — File a complaint). For Florida licensees, you can also complain to the Florida Department of Health.

This guide does not advise threatening a lawsuit.

What to do next

Say which records you need, from which provider, and who you are — patient, parent, caregiver with authority, or personal representative. The free tool reads what you type and produces the request letter, the address to send it to, the 30-day deadline, and the fee rules that apply, in English or Spanish. Nothing you type is stored.

This is not legal, medical, or tax advice. It never interprets the medical content of your records. Confirm fee amounts with the Florida licensing board and confirm your rights with HHS OCR before you rely on any of this.

Medical Records Request explains the HIPAA right of access and Florida records law in plain language; it can be wrong, and it is not legal advice. It does not interpret medical content. Nothing you paste is stored.