PATIENT INSTRUCTIONS FOR MEDICAL RECORD REQUESTS
South Texas Spinal Clinic outsources our release of information process (medical record and/or billing) to HealthMark Group.
HealthMark Group fulfills all patient requests for personal copies at no charge to the patient.
A Medical Records Release Form must be completed. This can be done in two ways:
In Office: Request a Medical Release Form from the front office staff. You can complete the form in-office and we will forward the request to Healthmark or you can fax the completed form back to Healthmark Group directly at: Fax num. 800-833-5935.
Online: You can submit a request for records directly on Healthmarks online Portal. You will need to create your account which will allow you to send and/or receive a copy of the requested records in electronic form.
REGISTER or LOGIN at:
To obtain a copy of your Electronic Medical Record via Download.
How long will it take to obtain my records?
The Texas State Board of Medical Examiners governs the laws regarding medical records and the release of those records.
Medical Records Chapter 165.2 states (b) Deadline for Release of Records. The requested copies of medical and/or billing records or a summary or narrative of the records shall be furnished by the physician within 15 business days after the date of receipt of the request and reasonable fees for furnishing the information.
Although the Texas State Board of Medical Examiners allows a medical facility 15-days to release records, it is our policy to make every effort to release records in 3-7 business days.
Are all my records available?
Only the records created by this office including x-rays and any other radiology images and tests ordered by your physician at South Texas Spinal Clinic will be provided. You will need to contact your primary care physician, other doctors or testing facilities for any other records or tests that were not ordered by our physicians.
What if my records are from several years ago?
Medical State Board of Medical Examiners: 165.1 Medical Records (b) Maintenance of Medical Records
(1) A licensed physician shall maintain adequate medical records of a patient for a minimum of seven years from the anniversary date of the date of the last treatment by the physician.
(2) If a patient was younger than 18 years of age when last treated by the physician, the medical records of the patient shall be maintained by the physician until the patient reaches age 21 or for seven years from the date of the last treatment, whichever is longer.
We maintain all required records. It may be necessary to retrieve some records from our archives; therefore, it may require more time to handle your request. In these special circumstances, we ask for your patience; however, we will continue to make every effort to fulfill your request within 10 working days.
Is a release for medical records form necessary?
Yes, you will need to complete and sign a release for medical records. This is a HIPAA requirement and necessary for the release of all records.
You can pick up a copy of the release form at the office, and we will forward to Healthmark for processing or you may fax a release directly to Healthmark at: fax num. 800-833-5935 or to obtain a copy of your medical record via download register or login at: https://requestmanager.healthmark-group.com to utilize the electronic release of information directly on the Healthmark portal.
If my child is over the age of 18, am I entitled to the medical records?
Any person over the age of 18 is legally considered an adult regardless of whether the child lives at home with you or is attending school. As long as your child listed your name on the HIPAA form, you will be able to obtain the medical record.
FOLLOW-UP OF PREVIOUSLY REQUESTED MEDICAL RECORDS
To follow up on the status of a request previously made, please contact the HealthMark Group directly at: 800-659-4035,
or email them at: firstname.lastname@example.org
We send most record requests to HealthMark Group. It takes 3-7 business days to complete. Please note on the form how you want to receive your records. If we are sending records to a doctor’s office, please include their address, phone and fax numbers – plus your appointment date.