Medical Records Requests and Releases of Information (ROIs)
A Medical Records Request is the process of requesting access to your own protected health information (PHI) or medical records.
Release of Information (ROI) is the process of providing access to protected health information to an individual (like a psychiatrist or another doctor) or entity (like another facility) authorized to receive or review it.
In order to access medical records and have them sent to you or another individual or entity, you must fill out an ROI form to be reviewed by our Medical Records team.
To receive this form, please email records@pathccm.com and Path’s Medical Records team will send you the ROI form.
Types of Medical Record Requests and Turnaround Times
Medical Record Requests / ROIs have different turnaround times based on the type of request and can take up to 30 days to process. See the chart below for specific information on request types and when ROI is not needed.
| Medical Record Request | Estimated Time to Complete | Additional Requirements Before the Record Can Be Sent |
| Clients who want a copy of their records. |
Up to 14 days. |
The client’s therapist must approve the request.
|
| Therapists who need records from another facility/therapist. | Up to 14 days. Delays can be caused by slow responses from outside facilities or providers. | Client must sign the ROI form. |
|
Therapists who need records to be sent from Path to another facility/therapist. |
Up to 14 days. |
Client must sign the ROI form. Ensure all information is accurate for request: provider/facility name, specific contact information (if applicable), address, etc. |
|
External record requests from another facility/therapist. |
Up to 14 days. |
A valid ROI form signed by the client must be included with this request. |
Medical record requests related to the following are sent within 30 days of the request:
- Legal proceedings
- Subpoenas
- Payor requests for charts
- Audits
- Disability requests for records*
*Note: Medical Records does not write disability letters. Contact the therapist directly for this request.
When an ROI is Not Needed
There are some situations where it may seem like ROI would be necessary, but it is not actually needed. Those situations are outlined below:
- An ROI is not required under HIPAA for two healthcare professionals to speak with one another to coordinate care. That applies within Path and externally.
- If a therapist filed a CPS report with Child Protective Services, they can speak to a CPS Officer without an ROI. If the therapist did not directly file the CPS report about their client, then ROI would be needed for them to communicate with a CPS Officer.
- You do not need an ROI to discuss PHI with insurance companies if they are calling in about payment, treatment, etc. They are already covered under HIPAA.
- If the client needs a disability letter for their employer that is at the therapist's discretion if they would like to provide one. ROI is not needed to provide disability letters directly to the client.
Have additional questions? Email records@pathccm.com
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