List of Forms and Contact Details Required to Request Medical Records in New York (PI Lawyers' Checklist)

Most personal injury attorneys wait 30 days or longer for medical records using traditional manual methods, when these critical documents determine case outcomes. This comprehensive checklist provides the specific HIPAA authorization forms, hospital system contacts, fee schedules, and compliance procedures New York personal injury lawyers need to retrieve complete medical records efficiently—plus how platforms like Codes Health reduce turnaround to 10-12 days while preventing the authorization errors that derail cases.

Key Takeaways

• Federal HIPAA requires medical records delivery within 30 days, but New York providers providers must give an opportunity to inspect within 10 days
• New York hospitals can charge up to $0.75 per page for paper copies under PHL § 18—totaling $150 for a typical 200-page record (electronic copies may have lower reasonable, cost-based fees)
• A significant portion of medical record requests are rejected due to incomplete or improper authorization forms
• Major NYC health systems (NewYork-Presbyterian, Northwell, Mount Sinai, NYU Langone) each have specific contact procedures that expedite processing
• Electronic submission methods are typically faster than traditional mail or fax requests
• Incomplete authorizations are the #1 cause of denied requests—Codes Health catches errors before submission, preventing rejections that restart your timeline
• Codes Health delivers organized, chronological records in 10-12 days with automated provider follow-ups and missing records identification
• Same-day competitors typically provide partial, portal-only exports and require client involvement—driving churn.

Essential Medical Records Request Forms for New York Personal Injury Cases

Every medical records request requires properly executed authorization forms that comply with both federal HIPAA regulations and New York law. Understanding which forms to use and how to complete them correctly prevents the delays that plague most PI practices.

Standard HIPAA Release Form Requirements

The foundation of any medical records request is a HIPAA-compliant authorization form meeting requirements under 45 CFR 164.508. These forms must contain specific elements that providers will scrutinize before releasing protected health information.

Required form elements:

• Patient's full legal name, date of birth, and current address
• Social Security number (optional but highly recommended for patient identification)
• Specific description of information to be disclosed (avoid vague language like "all records")
• Names and addresses of persons authorized to make the disclosure (healthcare provider)
• Names and addresses of persons to whom disclosure is made (your law firm)
• Purpose of disclosure (specify "personal injury litigation" or "legal representation")
• Expiration date or event (e.g., "one year from signature" or "conclusion of legal matter")
• Patient's signature and date signed
• Statement of patient's right to revoke authorization
• Notice that information may be subject to redisclosure

Common deficiencies causing rejection:

• Missing or illegible signatures
• Expired authorization dates
• Unclear date ranges for records requested
• Unchecked boxes for sensitive health information categories

Codes Health proactively reviews every authorization before submission, automatically flagging misspellings, missing dates of service, and absent signatures that would cause provider rejections—preventing delays that can add weeks to your case timeline.

New York-Specific Authorization Elements

New York imposes additional requirements beyond federal HIPAA through PHL § 18 for general medical records access, while Article 27-F provides enhanced confidentiality specifically for HIV-related information, creating a dual-compliance framework that catches unprepared attorneys off guard.

Special consent categories requiring separate authorization:

• Mental health records: Requires specific authorization under Mental Hygiene Law Section 33.13
• HIV-related information: Enhanced confidentiality protections under Article 27-F
• Substance abuse treatment records: Protected under Part 2 with separate federal requirements
• Genetic testing results: Special handling under New York Civil Rights Law

Strategic authorization approach: Execute separate, specific authorizations for sensitive record categories even when requesting from the same provider. Generic authorizations will result in these critical records being withheld, requiring follow-up requests that extend your timeline by another 12-15 business days.

Multi-Provider Authorization vs. Single-Provider Forms

Personal injury cases involving multiple providers (most PI cases require records from multiple providers) create a strategic decision: use generic authorizations for all providers or facility-specific forms for each.

Generic HIPAA authorization advantages:

• Single form execution at intake saves client meeting time
• Reduces client signature fatigue
• Provides flexibility to request from newly-discovered providers
• Simplifies tracking with consistent documentation

Facility-specific form advantages:

• May reduce processing time at major hospitals
• Prevents rejection for "non-compliant form" reasons
• Includes facility medical record numbers and internal identifiers
• Pre-populates facility-specific legal language

Best practice: Execute 10-15 blank generic HIPAA authorizations at intake for flexibility, then obtain facility-specific forms for the 5-6 major health systems most frequently involved in NYC personal injury cases (NewYork-Presbyterian, Northwell, Mount Sinai, NYU Langone, NYC Health+Hospitals).

HIPAA Authorization Form PDF Template and Required Components

Understanding the legal requirements of valid HIPAA authorization forms prevents the single most common cause of medical records retrieval delays: defective authorizations.

Core Elements Under 45 CFR § 164.508(c)

Federal regulations establish mandatory components for valid medical record authorizations. Missing any single element renders the authorization invalid, triggering provider rejection.

Description of information to be disclosed: Must be "specific and meaningful"—avoid generic language. Instead of "all medical records," specify: "All medical records including office visit notes, hospital admission/discharge summaries, operative reports, emergency department records, diagnostic test results, laboratory reports, radiology reports and imaging studies, physical therapy notes, prescription records, and itemized billing statements for treatment received between [specific start date] and [specific end date or 'present']."

Expiration provision: Must include either a specific expiration date or a description of an event/condition that will trigger expiration. Acceptable language: "This authorization expires one year from the date of signature" or "This authorization expires upon conclusion of the legal matter for which these records are requested."

Right to revoke statement: Must inform patient of their right to revoke authorization and explain how to do so. Standard language: "I understand I have the right to revoke this authorization at any time by submitting written notice to [provider name]. I understand that revocation will not affect disclosures already made in reliance on this authorization."

Redisclosure warning: Must include statement that information disclosed may be subject to redisclosure and may no longer be protected by federal privacy rules.

Common Defects That Trigger Provider Rejection

Based on analysis of rejected requests, specific deficiencies account for the majority of authorization problems.

Signature issues

• Electronic signatures not accepted by provider (verify policy before using DocuSign)
• Illegible signatures that don't match identification documents
• Missing signatures on multi-page forms (initial each page when required)
• Wrong person signing (guardian/POA without proper documentation)

Incomplete patient identifying information

• Name variations (maiden names, legal name changes not documented)
• Missing or incorrect date of birth
• Insufficient identifiers for common names
• Transposed digits in Social Security numbers

Date-related errors

• No expiration date specified
• Expired authorization (past expiration date when submitted)
• Illogical date ranges (end date before start date)
• Missing service date ranges

Unchecked sensitive information boxes:

• Mental health records box unchecked
• HIV/AIDS information box unchecked
• Substance abuse treatment box unchecked
• Genetic testing box unchecked

Incomplete authorizations restart your entire timeline—turning a 10-day New York requirement into 20-30 days with re-submission. Codes Health reviews every authorization before submission, catching these preventable errors that account for the majority of provider rejections.

Downloadable HIPAA-Compliant Templates for NY Attorneys

While facility-specific forms offer processing advantages, maintaining a reliable generic HIPAA authorization template provides essential flexibility for New York PI practices.

Template sources for New York attorneys:

• HHS sample authorizations
• NY Health Department guidance documents
• Individual hospital system websites (download current versions quarterly)

Critical template customization for PI cases:

• Purpose field: Specify "personal injury litigation" rather than generic "legal purposes"
• Recipient field: Include "and their authorized representatives, consultants, and experts"
• Information description: Enumerate specific record types needed (operative reports, imaging studies, therapy notes)
• Time range: Leave blank for completion at time of execution based on specific case dates

Medical Records Release Form: New York State-Specific Requirements

New York law creates additional layers of protection and procedure beyond federal HIPAA, requiring PI attorneys to navigate dual compliance frameworks.

Standard vs. Sensitive Records Under NY Law

PHL § 18 establishes baseline confidentiality requirements for all medical records while Article 27-F imposes heightened protections for HIV-related information specifically.

Standard medical records (covered by PHL § 18):

• Office visit notes and treatment documentation
• Diagnostic test results (labs, imaging, pathology)
• Medication records and prescriptions
• Hospital admission/discharge summaries
• Billing and payment records
• Require standard HIPAA-compliant authorization

Enhanced protection records (requiring additional consent):

• Mental health and psychiatric treatment records
• Substance abuse treatment and rehabilitation records
• HIV testing results and AIDS-related information
• Genetic testing and counseling records
• Certain reproductive health records

Additional Consent for Mental Health and Substance Abuse Records

Mental health and substance abuse records require separate, specific authorizations that cannot be bundled with general medical record requests—a requirement that trips up even experienced New York attorneys.

Mental health records authorization requirements:

• Must use New York State Office of Mental Health (OMH) form or substantially similar document
• Requires separate signature specifically for mental health information
• Must specifically describe mental health records being requested
• Cannot be combined with general medical authorization
• Provider will withhold all mental health documentation if proper authorization absent

Substance abuse treatment records (Part 2):

• Federal regulations create stricter requirements than HIPAA
• Authorization must include specific Part 2 elements: program identification, description of information, redisclosure prohibition
• A combined HIPAA/Part 2 authorization is permissible if it contains all required Part 2 elements
• Must state specific purpose for disclosure
• Requires specific description of how much and what kind of information disclosed

PI case implications: For cases involving psychological injuries, PTSD claims, or pain management with controlled substances, failure to execute proper authorizations creates case-critical gaps. Discovery of these gaps weeks later requires new authorizations and additional 12-15 day wait periods, delaying expert review and settlement negotiations.

Psychotherapy Notes: What PI Lawyers Can and Cannot Access

HIPAA creates a special category for "psychotherapy notes" with access restrictions that surprise many attorneys accustomed to obtaining complete medical records. Under 45 CFR 164.501, psychotherapy notes are defined as notes recorded by a mental health professional documenting or analyzing conversation during private counseling session, kept separate from the rest of patient's medical record.

What psychotherapy notes exclude (and what you CAN access):

• Medication prescription and monitoring
• Counseling session start and stop times
• Modalities and frequencies of treatment
• Results of clinical tests
• Diagnoses, functional status, treatment plans
• Symptoms, prognosis, progress to date

Access requirements for actual psychotherapy notes: Require specific authorization separate from general mental health authorization, explicitly referencing "psychotherapy notes." Most mental health providers maintain these notes separately and will not disclose without specific request.

Strategic consideration: Determine whether psychotherapy notes contain case-critical information (often they contain subjective therapist impressions that add little to PI case) before requesting, as specific authorization may alert client and opposing counsel to depth of mental health treatment.

Contact Information and Submission Methods for Major New York Hospital Systems

New York's largest healthcare systems process thousands of medical records requests monthly, and each maintains distinct procedures that directly impact your retrieval timeline.

NYC Health + Hospitals (11 Public Hospitals)

The largest public health system in the United States operates 11 hospitals throughout New York City with centralized Health Information Management processing.

Central Contact Information:

• Phone: 866-390-7404
• Online Portal: patient resources

Fee Structure:

• Paper records: Up to $0.75 per page per PHL § 18
• Electronic records: Reasonable, cost-based fees per HIPAA guidance
• (Verify current fees at nychealthandhospitals.org)

Special Instructions: Requires separate authorization for each facility within the system (Bellevue, Elmhurst, Kings County, etc.). Specify exact facility name and dates of service to prevent processing delays. (Verify current contact information at NYC H+H website)

NewYork-Presbyterian Hospital

Academic medical center system combining Columbia and Weill Cornell locations with substantial personal injury case volume.

Medical Records Office Contact:

• Phone: 646-697-4764
• Mailing Address: Weill Cornell Medical Correspondence Unit, 525 E 68th St, Box 126, NY 10065; (212) 746-0530
• Online Portal: medical records

Fee Information: Standard New York State fee schedule applies (up to $0.75/page for paper copies per PHL § 18)

Attorney-Specific Notes: Accepts attorney requests with proper HIPAA authorization. Specify whether requesting from NewYork-Presbyterian/Columbia or NewYork-Presbyterian/Weill Cornell as they maintain separate record systems. (Verify current contact information at NYP medical records)

Northwell Health (23 Hospitals)

New York State's largest healthcare provider operates multiple hospitals throughout Long Island, Queens, and the greater New York metro area.

Central Release of Information:

• Phone: 516-465-8790
• Mailing Address: Northwell Health HIM, 1111 Marcus Avenue, New Hyde Park, NY 11042
• Online Portal: medical records

Fee Structure:

• Paper copies: Up to $0.75 per page per PHL § 18
• Electronic format: Reasonable, cost-based fees (often lower cost for voluminous records)

Best Practices: Centralized processing streamlines multi-facility requests within Northwell system. Specify exact facility location and dates of service. Electronic format recommended for cost efficiency. (Verify current contact information at Northwell medical records)

Mount Sinai Health System

Major academic medical center with multiple Manhattan locations frequently involved in NYC personal injury cases.

Medical Records Contact:

• Phone: (212) 241-7607
• Mailing Address: HIM/Medical Records: One Gustave L. Levy Place, Box 1111
• Online Portal: health records

Fee Schedule: Standard New York State regulations (up to $0.75/page per PHL § 18, reasonable cost-based fees for electronic)

Special Procedures: Different authorization procedures for psychiatric records. Mental health treatment requires separate consent form available on website. (Verify current contact information at Mount Sinai records)

NYU Langone Health

Comprehensive academic medical center system with Manhattan and Brooklyn locations.

Health Information Management:

• Phone: 212-263-7300
• Mailing Address: One Park Ave, 6th Fl, New York, NY 10016; fax 929-455-9833
• Online Portal: medical records

Requirements: Check the medical records page for current form requirements and processing timelines.

Cost Information: Per New York State fee schedule (PHL § 18)

Fax vs. Portal: Fastest Submission Routes by Facility

Submission method directly impacts turnaround time, with electronic requests fulfilled faster than traditional mail.

Online portal submission (fastest option):

• NewYork-Presbyterian: 7-10 day turnaround through patient portal
• Mount Sinai: 10-12 day processing via secure portal
• NYU Langone: 12-15 days with online request system

Fax submission (traditional backup):

• Provides instant confirmation timestamp
• No guarantee fax retrieved from machine
• Requires follow-up call within 48 hours to confirm receipt
• Average 12-15 day processing once confirmed received

Certified mail (slowest option):

• Adds 5-7 days for delivery and internal routing
• Use only when provider doesn't accept electronic submissions
• Provides legal proof of delivery date
• Total timeline often 20-25 days

Codes Health integrates with health information exchanges, TEFCA networks, and EHR systems to access medical records through digital channels, complementing traditional fax-based retrieval for significantly faster turnaround while maintaining automated follow-ups across all submission methods.

How to Find Old Medical Records from Childhood and Defunct Providers

Personal injury cases involving childhood injuries or long-term medical conditions require accessing historical records that present unique retrieval challenges.

NY Record Retention Rules for Closed Practices

New York requires healthcare providers to maintain medical records for minimum retention periods, but these timelines create gaps for older cases.

• Adult patient records: Minimum 6 years from date of last treatment
• Pediatric records: 6 years after patient reaches age 18
• Hospital records: 6 years minimum under 10 NYCRR 405.10

For practitioners, professional rules often require 6 years and at least until age 22 (one year after 21).

When providers close or sell practices: Successor physicians or healthcare facilities assume record custody obligations. Retired physicians must either transfer records to successor, notify patients of closure and arrange record access, or deposit records with authorized storage facility.

State and County Archives Search Procedures

For records older than retention requirements or from dissolved practices, New York State Archives and county repositories offer potential recovery options.

New York State Archives:

• Houses historical medical records from defunct state institutions
• Mental health facility records from closed state hospitals
• Limited access requires formal request and legal justification
• Processing time: 30-60 days for archive searches

County medical society inquiries: Contact local county medical society to identify successor custodians for retired physician records. Many societies maintain referral databases for closed practices.

Hospital merger research: Major hospital consolidations mean older records may now be controlled by acquiring health system. Research hospital ownership history through New York Health Profiles.

Using HIEs to Locate Historical Records

New York's regional Health Information Exchanges offer searchable databases for locating historical treatment records across multiple providers.

Major New York HIEs:

• Healthix (NYC and Long Island): Largest HIE covering 8,000+ providers
• Hixny (Capital Region): Covers Albany, Schenectady, Troy area
• Rochester RHIO: Greater Rochester region coverage
• HealtheConnections (Central NY): Syracuse and surrounding counties

Attorney HIE access limitations: Most HIEs do not provide direct attorney access. Patients can access their own records through HIE patient portals, then forward to your firm. Alternatively, submit authorization to specific providers identified through HIE lookup.

Codes Health employs proprietary databases to locate patients' previous providers—particularly important for PI cases involving childhood injuries or years of treatment across multiple facilities where manual provider identification consumes hours of investigation time.

Can I Look Up My Own Medical Records? Client Self-Access Options in New York

Patient-directed medical record access offers strategic advantages for PI case development, providing faster initial record access while reducing retrieval costs.

Free Patient Portal Access at Major NY Health Systems

Nearly all New York acute care hospitals now offer electronic patient portals; since 2021, most also share clinical notes consistent with federal information blocking rules.

Epic MyChart (most common in New York):

• NewYork-Presbyterian MyChart
• NYU Langone MyChart
• Rochester Regional Health MyChart
• UR Medicine MyChart
• Free patient registration with email verification
• Access within 24-48 hours of account activation

Cerner HealtheLife portals:

• Various community hospitals throughout New York
• Similar functionality to MyChart
• Immediate access to lab results, visit summaries, medication lists

Portal record limitations (why you still need formal requests):

• Limited historical data (typically 2-3 years maximum)
• Due to information blocking rules, most clinical notes are now available via portals; some specific categories (e.g., psychotherapy notes) remain excluded
• Missing imaging studies and radiology CDs
• No billing detail or itemized statements
• May not include all diagnostic reports

Statewide HIE Patient Portals (Healthix, Hixny, Rochester RHIO)

New York's Health Information Exchange network enables patients to access consolidated records across multiple providers through regional portals.

Healthix Patient Portal (NYC/Long Island):

• Aggregates records from 8,000+ participating providers
• Covers most major NYC health systems
• Free patient registration at healthix.org
• Consolidated view of treatment across multiple facilities

Hixny Patient Access (Capital Region):

• Covers Albany Medical Center, St. Peter's, Ellis Hospital
• Regional treatment history compilation
• Medication reconciliation across providers

Rochester RHIO:

• Greater Rochester area provider network
• Coordinated care records
• Free patient portal access

HIE portal strategic use: Have clients register for HIE patient access at case intake. Review portal records within 48 hours to identify all treating providers and treatment dates, then submit formal authorization requests for complete certified records from each provider identified.

Why PI Lawyers Should Guide Clients to Self-Download Records

Patient self-service record access provides several strategic advantages beyond cost savings.

Speed advantage: Patients can access portal records within 24-48 hours vs. 12-15 day average for formal attorney requests—critical for cases approaching statute of limitations deadlines.

Cost elimination: HIPAA individual access provisions require reasonable, cost-based fees for patient-requested records, often making portal access free vs. hundreds in provider fees for attorney requests.

Discovery preview: Portal records provide early case assessment before investing in comprehensive retrieval, helping identify weak cases early.

Client engagement: Involving clients in their own record gathering increases case cooperation and maintains client contact throughout treatment phase.

Limitations requiring formal requests: Portal records are incomplete and often not certified for trial admissibility, making them suitable for initial review only. Always submit formal attorney requests for complete, certified records needed for expert review and litigation.

Codes Health provides secure patient upload portals enabling clients to contribute self-downloaded records, accelerating case development while the platform simultaneously pursues complete certified records through formal channels—combining the speed of patient access with the completeness of professional retrieval.

Step-by-Step: Submitting a Medical Records Request in New York

A systematic approach separates efficient PI firms from those perpetually chasing missing documentation weeks before settlement negotiations.

Pre-Submission Checklist to Prevent Rejections

Before submitting any authorization, verify completeness to avoid the rejection rate that plagues manual processes.

Authorization form verification:

• ✓ Patient's full legal name (including any aliases or maiden names)
• ✓ Accurate date of birth (verify with client identification)
• ✓ Current address matching photo ID
• ✓ Social Security number included (strongly recommended)
• ✓ Specific date range for records (avoid vague "all records" language)
• ✓ All sensitive information boxes checked (mental health, HIV, substance abuse)
• ✓ Law firm name and address as authorized recipient
• ✓ "Personal injury litigation" specified as purpose
• ✓ Clear expiration date or event
• ✓ Patient signature present and legible
• ✓ Signature date within last 12 months
• ✓ Photo ID copy attached (current, unexpired, clear image)

Provider information accuracy:

• ✓ Correct facility legal name (verify on provider website)
• ✓ Proper Health Information Management department address
• ✓ Current fax number or portal submission URL confirmed
• ✓ Facility-specific form used when required
• ✓ Patient medical record number included if available

Payment preparation:

• ✓ Fee estimate requested for large record sets
• ✓ Check prepared for advance payment when required
• ✓ Electronic payment method verified if using portal

The prevention advantage: Codes Health automatically checks every authorization before submission, catching the misspellings, missing dates of service, and signature issues that cause provider rejections—preventing the 10-15 day delays that compound across multiple requests in most PI cases involving multiple providers.

Tracking Multiple Simultaneous Requests

Personal injury cases averaging multiple provider sources create complex tracking requirements that overwhelm manual systems.

Essential tracking spreadsheet columns:

• Provider Name & Facility
• Contact Information (phone, fax, portal URL)
• Authorization Submitted Date
• Submission Method (portal, fax, mail, email)
• Confirmation Number / Tracking #
• Fee Amount Paid
• First Follow-Up Date (7 days post-submission)
• Second Follow-Up Date (15 days post-submission)
• Status (pending, in process, completed, rejected)
• Records Received Date
• Completeness Issues Identified
• Supplemental Request Needed (Y/N)
• Supplemental Request Date

Calendar integration: Set automatic reminders for 7-day check-in, 10-day follow-up (approaching NY deadline), and 15-day escalation for each request submitted.

Quality control checkpoints: Upon receipt, immediately verify records match date range requested, include all record types specified (not just office notes), contain imaging CDs if radiology ordered, and include itemized billing statements.

When to Escalate Non-Responsive Providers

Despite New York's 10-day requirement (extendable to 30 days under HIPAA), provider delays require strategic escalation.

Days 1-7 (Monitoring Phase):

• Submit request via fastest method
• Document submission date and method
• No action required unless immediate case deadline

Days 8-12 (Inquiry Phase):

• Polite phone call to HIM department
• Confirm receipt of authorization
• Request status update and estimated completion
• Document contact person name and response

Days 13-20 (Formal Follow-Up Phase):

• Email to HIM supervisor with authorization copy attached
• Reference New York 10-day requirement
• Request immediate status update
• CC facility patient advocate if no response

Days 21-30 (Escalation Phase):

• Formal letter via certified mail
• Reference potential HIPAA violation
• State intention to file complaint if non-responsive
• Provide final 7-day compliance deadline

Days 31+ (Legal Action Phase):

• Consider subpoena if critical case deadline
• File complaint with NY Health Department
• Document entire timeline for potential sanctions

Codes Health contacts providers daily until record delivery with automated status updates, eliminating the manual tracking burden that consumes 10-15 hours weekly for practices managing active caseloads—ensuring consistent enforcement of New York's timelines without staff resource drain.

New York Medical Records Fees, Turnaround Times, and Legal Limits

Understanding statutory fee limits and realistic timelines enables accurate case budgeting and prevents surprise costs.

Maximum Allowable Fees Under NY Law

New York fee regulations establish specific maximum charges providers can impose for medical record copies.

New York fee regulations (PHL § 18):

• Paper copies: Up to $0.75 per page
• Electronic copies: Reasonable, cost-based fees (per-page fees not permitted for patient Right of Access requests)
• No statutory "search fee" for qualified requests
• Certification: Varies but generally modest fees

Example cost calculation (200-page hospital record):

• Paper format: 200 pages × $0.75 = $150.00
• Electronic format: Reasonable, cost-based fee (often lower for large record sets)
• Certification (if needed): Varies but generally modest fees

Physician office fee schedule:

• Paper format: $0.75 per page
• Electronic format: Reasonable, cost-based fees
• Certification: Varies but generally modest fees

Cost-saving strategies:

• Request electronic format when available (often lower cost for large record sets)
• Specify exact date ranges to minimize unnecessary pages
• Use patient portal for initial review to identify specific records needed
• Request imaging on CD rather than film copies (significantly cheaper)

Standard vs. Expedited Turnaround Options

New York law establishes baseline response requirements, but actual timelines vary significantly by provider type and submission method.

Legal requirements:

• New York: 10 business days under state law
• HIPAA: 30 days maximum under federal law (providers may extend once for additional 30 days with written notice)

Actual average timelines:

• Electronic portal submissions: 7-10 business days
• Fax submissions: 12-15 business days
• Mail submissions: 15-20 business days
• Complex multi-year requests: 20-30 business days

Expedited processing options:

• Some providers may offer expedited processing; availability and fees vary. Contact the HIM department to confirm.

The timeline reality: Despite legal requirements, average response time for New York medical records is 12-15 business days using traditional methods. Codes Health delivers consistent 10-12 day turnaround using automated submission, AI-powered error prevention, and daily provider follow-ups—particularly valuable for practices managing dozens of simultaneous requests.

Challenging Excessive Provider Fees

When providers charge amounts exceeding statutory limits, New York attorneys have specific recourse options.

Documentation process:

• Request itemized fee breakdown showing per-page calculations
• Compare to statutory maximums
• Identify specific excess charges

Challenge procedure:

• Contact HIM department manager with citation to relevant regulation
• Request fee adjustment to statutory maximum
• Escalate to facility compliance officer if unresponsive
• File complaint with NY Health Department if necessary

Common excessive fee scenarios:

• Per-page fees for electronic records provided to patients (should be reasonable, cost-based)
• Charges for time spent locating records (should be reasonable, cost-based if permitted)
• Certification fees exceeding reasonable amounts

Organizing Retrieved Records: Chronologies, Summaries, and Case Analysis

Receiving medical records represents only halfway to case preparation—proper organization determines settlement leverage and trial readiness.

Creating Chronological Case Timelines from Raw Records

Medical records serve as essential evidence in the vast majority of personal injury litigation cases, but disorganized records weaken negotiating position.

Manual chronology creation steps:

• Extract all treatment dates from records across providers
• Create master timeline listing date, provider, treatment type, and key findings
• Organize records chronologically regardless of source provider
• Index by page number (Bates stamping recommended)
• Create separate timeline for billing dates vs. treatment dates
• Flag gaps in treatment requiring explanation

Time investment: Organizing large medical records can consume substantial attorney or paralegal time per case.

Codes Health automatically organizes and summarizes all patient encounters by visit, enabling rapid navigation through thousands of pages while identifying missing records within the timeline—transforming manual work into automated deliverables ready for expert review.

Flagging Critical Events for Expert Witnesses

Medical expert review drives case value, but experts charge hourly rates for record review—making pre-organized, indexed records essential for cost control.

Key events requiring flagging:

• First post-incident emergency department visit
• Initial specialist consultations
• Diagnostic imaging revealing injuries
• Surgical intervention records
• Physical therapy initial evaluations and discharge summaries
• Pain management escalation (opioid prescriptions)
• Psychiatric/psychological evaluation for emotional distress
• Permanency determinations by treating providers

Expert review packages: Organize chronologically with cover letter specifying: incident date and mechanism, key injuries claimed, specific questions for expert opinion, flagged pages highlighting critical findings, imaging CDs with corresponding reports.

Identifying Gaps That Require Additional Record Requests

Incomplete medical records discovered late in case development necessitate supplemental requests that delay resolution by additional weeks.

Common record gaps:

• Treatment dates listed in billing records but notes not included
• Radiology reports referencing imaging studies but CDs not provided
• Referrals documented but specialist records missing
• Prescriptions listed but pharmacy records not obtained
• Emergency transport documented but EMS run sheets absent
• Follow-up appointments scheduled but subsequent visit notes missing

Gap identification process: Cross-reference billing statements against treatment notes (billing will show all service dates), review provider notes for referral documentation, check prescription records for prescribing physicians not yet identified, and verify imaging reports accompanied by actual studies.

Codes Health cross-references patient medical history to identify gaps in record collection before trial, ensuring comprehensive documentation without manual cross-checking that consumes hours of paralegal time per case.

Electronic Health Information Exchanges (HIEs) in New York: Faster Access Routes

New York's regional Health Information Exchange infrastructure offers alternative pathways for accessing medical records with strategic advantages for specific case scenarios.

Regional HIE Coverage Across New York State

New York operates multiple regional HIEs coordinated through the Statewide Health Information Network (SHIN-NY), each covering specific geographic territories.

Healthix (New York City and Long Island):

• Coverage: 8,000+ participating providers including major NYC hospital systems
• Geographic reach: All five NYC boroughs plus Long Island
• Participating systems: Mount Sinai, NYU Langone, Northwell Health, NYC Health + Hospitals
• Patient portal: healthix.org

Hixny (Capital Region):

• Coverage: Albany Medical Center, St. Peter's Hospital, Ellis Hospital, Saratoga Hospital
• Geographic reach: Albany, Schenectady, Troy, Saratoga Springs
• Consolidated records from 13-county region

Rochester RHIO (Finger Lakes Region):

• Coverage: University of Rochester Medical Center, Rochester Regional Health
• Geographic reach: Greater Rochester and Finger Lakes counties
• Query-based exchange for participating providers

HealtheConnections (Central New York):

• Coverage: Syracuse area providers
• Regional coordination across Central NY counties

How PI Attorneys Can Access HIE Networks

While HIEs streamline provider access to patient records, attorney access requires patient authorization and coordination.

Patient-directed access (most common approach):

• Client registers for HIE patient portal with email/photo ID
• Portal provides consolidated view of treatment across participating providers
• Client downloads available records and forwards to attorney
• Limitation: Portal access incomplete compared to certified medical records

Attorney request via participating provider:

• Submit HIPAA authorization to provider participating in HIE
• Provider queries HIE for consolidated patient information
• Receives records from multiple treating facilities through HIE
• Advantage: More complete than patient portal but still requires provider coordination

Direct HIE access (limited availability):

• Some HIEs offer attorney registration for qualified legal representatives
• Requires patient authorization and purpose documentation
• Processing time similar to individual provider requests
• Availability: Varies by HIE; inquire directly about attorney access programs

HIE Limitations: What Records Are Not Available Electronically

Despite broad HIE participation in New York, significant record categories remain outside electronic exchange networks.

Excluded from most HIEs:

• Mental health and psychiatric records (heightened privacy protections)
• Substance abuse treatment documentation (Part 2 restrictions)
• Psychotherapy notes (HIPAA special category)
• Older records predating electronic systems (typically pre-2010)
• Small provider offices not participating in HIE
• Out-of-state treatment records
• Billing and payment records (clinical data only in most HIEs)

Strategic HIE use for PI cases: Use HIEs for rapid provider identification and treatment timeline development, but always submit formal authorization requests for complete certified records needed for litigation. HIE data provides case assessment preview, not comprehensive legal documentation.

Codes Health integrates with health information exchanges and TEFCA networks to access medical records through digital channels, complementing traditional retrieval methods while ensuring comprehensive coverage including records outside HIE networks.

When to Outsource Medical Record Retrieval: The Cost-Benefit Analysis

For New York PI firms managing active caseloads, medical record retrieval represents a significant time and cost burden that impacts case velocity and profitability.

In-House vs. Outsourced Retrieval: The True Cost Comparison

In-house retrieval costs (50 cases annually, average 5 providers each = 250 requests):

Staff time burden:

• Authorization preparation: 15 minutes × 250 = 62.5 hours
• Submission and documentation: 10 minutes × 250 = 42 hours
• Follow-up calls: 15 minutes × 250 = 62.5 hours
• Quality control review: 30 minutes × 250 = 125 hours
• Total: 292 hours annually = 7.3 work weeks

Direct costs:

• Provider fees: $200 average × 250 = $50,000
• Postage and shipping: $10 × 250 = $2,500
• Staff allocation: 292 hours × $25/hour = $7,300
• Total annual cost: $59,800

Outsourced retrieval using traditional services:

• Service fees: $45-50 per request × 250 = $11,250-$12,500
• Provider fees: $50,000 (passed through)
• Staff oversight: 50 hours × $25/hour = $1,250
• Total annual cost: $62,500-$63,750

Modern AI platform (Codes Health):

• Flat fee pricing structure (contact for volume pricing)
• Provider fees: Included or significantly reduced through HIE access
• Staff time: 90% reduction through automation
• Faster turnaround: 10-12 days vs. 30+ days traditional methods
• Added value: Automated chronologies, missing records identification, AI-driven case insights

How Retrieval Delays Impact Settlement Timelines

Many personal injury attorneys report that incomplete medical records delay case resolution—directly impacting settlement value and case profitability.

Timeline delay cascade:

• 30-day retrieval delay → 60-day total delay (accounting for supplemental requests)
• Expert review delayed → Opinion generation delayed
• Demand package delayed → Settlement negotiations delayed
• Trial preparation compressed → Increased litigation costs
• Result: Cases extending 3-6 months beyond optimal settlement window

Settlement value impact: Insurance adjusters recognize disorganized or incomplete medical documentation as weakness, reducing initial settlement offers by 15-25% compared to well-organized, comprehensive presentation.

Opportunity cost: Attorney time spent managing medical record retrieval (10-15 hours weekly for active practice) represents 25-38% of billable time that could focus on case development, client acquisition, or additional case handling.

Evaluating Medical Record Retrieval Vendors

For New York PI practices considering outsourced retrieval, specific evaluation criteria separate effective solutions from expensive disappointments.

Essential assessment factors:

• Turnaround time: Target 10-15 days average (verify with references, not marketing claims)
• New York provider network: Established relationships with major NYC/NYS hospital systems
• Fee transparency: Clear pricing structure, no hidden charges
• Quality control: Error-checking before submission, completeness verification upon receipt
• Technology platform: Real-time status tracking, automated follow-ups
• Organization capabilities: Chronological ordering, indexing, missing records identification
• HIPAA compliance: Business associate agreement, security certifications
• Customer service: Responsive support, dedicated account management for volume clients

Red flags indicating problems:

• Unwillingness to provide client references
• Vague timelines or disclaimers about "typical" turnaround
• Per-page pricing models (creates misaligned incentives)
• No technology platform or status tracking
• Generic service not specialized for legal industry

Codes Health specifically addresses the pre-litigation bottleneck New York PI firms face, delivering 10-12 day average turnaround with AI-powered organization and insights that traditional retrieval services don't provide—positioning your practice as a "premier pre-litigation department without the overhead."

Built for PI and litigation workflows, Codes Health integrates with firm systems, can build custom CRM/medical-software integrations for high-volume teams, and uses specialized clinical AI to produce high-precision chronologies and summaries, unlike general AI tools that are not reliable for medical-record analysis.

Frequently Asked Questions

How long does it take to get medical records in New York?

New York State law requires healthcare providers to allow inspection within 10 business days, though federal HIPAA allows up to 30 days. Actual average turnaround is 12-15 business days for properly submitted requests. Codes Health delivers organized records in 10-12 days through automated submission, error prevention, and daily provider follow-ups.

What is the fee for medical records in New York State?

New York hospitals can charge up to $0.75 per page for paper copies under PHL § 18—totaling approximately $150 for a typical 200-page record. Electronic copies must have reasonable, cost-based fees under HIPAA Right of Access guidance. Physician offices follow similar fee schedules. Always request electronic format when available to minimize costs.

Can a lawyer request medical records without patient consent in NY?

No. New York and federal HIPAA law require proper patient authorization before healthcare providers can release medical records to attorneys. The authorization must be specific, include required elements under 45 CFR § 164.508, and contain the patient's signature. Attorneys can obtain records via subpoena in litigation, but patient notice is still required unless a qualified protective order is in place.

What if a provider refuses to release medical records to my attorney?

First, verify your authorization is complete and HIPAA-compliant—a significant portion of requests are rejected for incomplete forms. If the authorization is proper, escalate through the provider's compliance officer, file a complaint with the NY Health Department, and consider issuing a subpoena for critical records. Document all refusal communications for potential sanctions.

Do I need a separate HIPAA form for each doctor or hospital?

While not legally required, separate authorizations for each provider are recommended. Provider-specific forms expedite processing, include facility medical record numbers, and reduce rejection risk. For cases involving multiple providers (most PI cases), execute 10-15 blank authorizations at intake to avoid repeated client meetings. Mental health, substance abuse, and HIV records require separate specific authorizations under New York law.

How do I find medical records from a closed practice in New York?

New York requires providers to maintain records for minimum 6 years (adults) or until age 24 (pediatric patients). Closed practices must transfer records to a successor physician, notify patients of closure, or deposit records with an authorized facility. Contact the local county medical society to identify successor custodians. For older records, query regional Health Information Exchanges like Healthix or Hixny. Codes Health locates patients' previous providers, particularly valuable for childhood injury cases requiring decades-old documentation.