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

Personal injury attorneys in Ohio face a common bottleneck: medical records requests that drag on for months through bureaucratic hospital systems, eating away at statute of limitations deadlines and settlement timelines. This comprehensive checklist provides the specific authorization forms, major healthcare system contacts, fee schedules, and strategic procedures Ohio PI lawyers need to retrieve complete medical records efficiently—plus how platforms like Codes Health reduce turnaround to 10-12 days with automated error prevention and daily provider follow-ups.

Key Takeaways

• Ohio's standardized authorization form (effective February 2019) is accepted by all providers, eliminating the need for facility-specific forms
• Major Ohio healthcare systems like Cleveland Clinic, OhioHealth, and Nationwide Children's Hospital each have specific contact protocols that expedite processing
• MyChart electronic requests are completed within 2 business days versus 30 days for traditional methods
• Ohio law establishes fees with specific per-page rates for the first 10 pages, with different rates for subsequent pages and electronic records
• Incomplete authorizations are the #1 cause of denied requests—missing signatures, unclear dates, or unchecked boxes restart your entire timeline
• Codes Health's AI-powered platform delivers organized records in 10-12 days with proactive error checking that catches authorization deficiencies before submission
• Same-day services typically deliver incomplete packets and require client involvement, driving churn

What Medical Records Release Forms Are Required in Ohio

Ohio implemented a critical change in February 2019 that streamlined medical records requests for personal injury attorneys across the state. The standardized authorization form (OAC 5160-1-32.1) is now mandatory for all Ohio healthcare providers to accept, eliminating the frustration of tracking down provider-specific forms for each facility.

Ohio's Standardized Authorization Forms

The standardized form is divided into two distinct documents:

Form A (HIPAA-Protected Health Information): Covers standard medical records including treatment notes, diagnostic reports, lab results, imaging reports, billing records, and prescriptions. This is the primary form you'll use for most personal injury cases

Form B (Substance Use Disorder Information): Required for records protected under Part 2 (42 CFR Part 2), which has more restrictive disclosure requirements than HIPAA. If your client's case involves substance abuse treatment history, you'll need this separate authorization—even when HIPAA would permit disclosure, Part 2 often requires court orders.

HIPAA-Compliant Authorization Elements

Under ORC § 3701.74, your authorization must include:

• Description of PHI to be released
• Who is authorized to make disclosure (provider name and address)
• Who may receive the PHI (your law firm information)
• Purpose for disclosure (mark "legal purposes" for PI cases)
• Expiration date or event
• Patient signature and date (HIPAA requires an expiration date or event; many providers require authorization signed within the past year as policy)
• Statement about right to revoke authorization
• Notice about re-disclosure limitations
• Confirmation that treatment is not conditioned on authorization

Common Release Form Mistakes That Cause Provider Rejections

Incomplete authorizations are the #1 cause of denied requests. Missing patient signatures, unclear expiration dates, or unchecked boxes for sensitive records will restart your 30-day clock. Codes Health's AI review catches these errors before submission—their system automatically flags misspellings, missing dates of service, and signature issues that would otherwise cause provider rejections and add weeks to your retrieval timeline.

Critical requirements that trigger rejections:

• Missing wet signature (electronic signatures may not be accepted by all providers)
• Authorization signed more than 1 year before submission date (common provider policy)
• Unchecked boxes for mental health, HIV/AIDS, or substance abuse records when relevant
• Missing photo ID for non-patient requests (attorneys)
• Incomplete patient identifying information (full legal name, DOB, SSN)
• Vague date ranges or record descriptions

How to Submit Medical Records Requests in Ohio: Fax, Mail, and Online Portals

The submission method you choose directly impacts your retrieval timeline, with electronic options consistently outperforming traditional mail by 50-75%.

Fax Submission Best Practices

Fax remains widely accepted across Ohio healthcare systems despite being dated technology. Major providers like OhioHealth use different fax numbers for different departments—hospital records go to 614-533-1155 while physician office records require 614-533-1136. Using the wrong number can delay processing by weeks.

Fax advantages:

• Instant confirmation pages provide proof of transmission
• Definitive timestamps for statute of limitations tracking
• Widely accepted across all provider types

Fax drawbacks:

• No guarantee the fax was retrieved from the machine
• Documents may be misrouted to wrong department
• Image quality issues can make forms illegible

Best practice: Always follow up faxes with a phone call within 2-3 business days to confirm receipt.

Using Ohio Health Information Exchanges (HIEs)

Ohio healthcare systems increasingly participate in electronic health information exchanges that enable automatic sharing between providers. Cleveland Clinic participates in Epic Care Everywhere, Ohio Health Information Partnership (CliniSync), and Carequality Exchange, allowing faster record access for participating facilities.

HIE benefits for PI lawyers:

• Records available within days instead of weeks
• Reduced costs compared to traditional retrieval
• Automated transfers between participating systems

Important limitation: Patients can opt out of these exchanges, so verify participation before relying on HIE access.

When to Use Certified Mail vs Electronic Methods

Use certified mail when

• You need legal proof of delivery date for statute of limitations purposes
• Provider doesn't accept electronic submissions
• Creating formal paper trail for difficult providers
• Filing formal complaints about non-compliance

Use electronic methods when:

• Speed is critical (approaching statute of limitations deadlines)
• Provider offers secure online portals or MyChart access
• Managing multiple simultaneous requests efficiently
• Reducing costs (electronic records may qualify for the $6.50 flat fee for patient Right of Access requests)

Codes Health's platform gathers records through multiple channels including HIE integrations, TEFCA network access, EHR system connections, and traditional fax retrieval—automatically selecting the fastest method for each provider with an average turnaround of 10-12 days.

Contact Details for Major Ohio Hospital Systems and Healthcare Providers

Ohio's largest healthcare systems process thousands of medical records requests monthly, and each maintains distinct procedures that can either accelerate or derail your retrieval timeline.

Cleveland Clinic Health Information Management

Cleveland Clinic operates multiple facilities throughout Northeast Ohio with centralized records processing.

Contact Information:

• Phone: 216.444.5580
• Business Hours: 8 a.m. - 4:30 p.m., Monday - Friday
• MyChart Portal: my.clevelandclinic.org (fastest option for patient-authorized requests)
• Mail: Cleveland Clinic Health Information Management (facility-specific addresses)

Processing commitment: Cleveland Clinic responds within Ohio's reasonable time requirement, typically aligning with the 30-day HIPAA standard.

Integration advantage: Cleveland Clinic participates in Epic Care Everywhere, Ohio Health Information Partnership (CliniSync), and Carequality Exchange, enabling faster electronic record sharing with other participating facilities.

OhioHealth System

OhioHealth operates multiple hospitals throughout central Ohio with department-specific fax numbers that are critical to know.

Contact Information:

• Fax (Hospital Records): 614-533-1155
• Fax (Physician Office/Urgent Care/Home Care): 614-533-1136
• MyChart Portal: Available for patient requests
• Electronic Authorization Form: Accepted via online submission

Critical timing notes:

• MyChart electronic requests: typically 2 business days
• Radiology image requests: 48-hour processing time
• Records prior to 2016: Cannot be delivered via MyChart and must be requested through traditional methods—important for older personal injury cases

Email option: OhioHealth accepts email requests but warns about unencrypted transmission risks for PHI.

Nationwide Children's Hospital

For personal injury cases involving minor patients, Nationwide Children's Hospital maintains separate protocols for pediatric records.

Key consideration: Pediatric records have extended retention requirements beyond standard adult records, making them more likely to be available for historical cases.

University Hospitals / UC Health

Major academic medical centers serving Northeast and Southwest Ohio respectively, each with facility-specific release of information departments.

Managing multiple providers becomes exponentially complex as case complexity increases. A typical car accident case might involve 5-10 providers; a catastrophic injury could require records from 30+ sources. This is where Codes Health's centralized platform delivers maximum value—submit all requests through one interface, track all statuses in real-time, and receive organized chronological records without manually managing dozens of provider relationships.

How to Find Old Medical Records Online in Ohio

Digital record access has transformed medical records retrieval for recent treatment, but historical records present unique challenges that PI lawyers must navigate strategically.

Using MyChart and Epic Patient Portals in Ohio

MyChart (powered by Epic) is the dominant patient portal system across Ohio healthcare systems including Cleveland Clinic, OhioHealth, and many regional facilities. Patients can typically access their own records within 24-48 hours through these portals, then forward them to your firm.

MyChart advantages:

• Records available in 2 business days versus 30 days for traditional requests
• No fees for patient direct access at many facilities
• Immediate download capability for recent records
• Complete control over what records are shared and when

Critical limitation: Records prior to 2016 may take longer to retrieve and will be mailed, not available via MyChart. This significantly impacts older personal injury cases where historical medical records are needed to establish pre-existing conditions or baseline health status.

Accessing Records from Closed or Merged Practices

Ohio law requires providers to designate a successor custodian when practices close, but tracking down these records can be challenging. The Griffith v. Aultman Hospital Ohio Supreme Court decision clarified that "medical records" under ORC § 3701.74 are those generated and maintained in the process of diagnosing, treating, or caring for a patient—not all documents (e.g., incident reports and QA materials are excluded).

Strategies for locating closed practice records:

• Contact Ohio Medical Board to verify physician's current license status and last known address
• Check with local hospital systems that may have absorbed the practice
• Search county business records for practice sale or merger documentation
• Contact malpractice insurance carriers who may have records for legal defense purposes
• Use Codes Health's proprietary databases to locate patients' previous providers, particularly important for cases involving multiple treatment facilities or years of medical history

Free vs Paid Online Record Access Methods

Free access methods:

• Patient direct access through MyChart and provider portals
• Records sent directly to another healthcare provider for continuation of care
• Patient-to-patient requests at some facilities (policy varies)

Paid access methods:

• Attorney requests through Release of Information departments
• Third-party medical records retrieval services
• Subpoena-compelled production (includes custodian affidavit fees)

How to Request Childhood Medical Records in Ohio

Personal injury cases involving injuries sustained during childhood require special attention to pediatric record protocols and extended retention requirements.

Ohio Pediatric Record Retention Laws

Ohio healthcare providers must maintain pediatric records for extended periods beyond standard adult retention requirements. While specific retention periods vary by record type, the general rule ensures records remain available well into adulthood for patients who were treated as minors.

Obtaining Records When Pediatric Offices Have Closed

Pediatric practices that close must transfer patient records to a designated successor or provide adequate notice to patients about record retrieval. For personal injury cases requiring childhood medical history:

Authorization requirements:

• If patient is now an adult (18+), they sign the authorization directly
• If patient is still a minor, parent/legal guardian must sign
• For deceased minor patients, legal representative must provide documentation

Common challenges:

• Pediatrician retirements without clear successor designation
• Practice mergers where records were consolidated into larger systems
• Digital conversion gaps where older paper records weren't fully migrated
• School health records vs. clinical records (different custodians and retention rules)

School Health Records vs Clinical Records

School health records are maintained separately from clinical medical records and require different request protocols. For PI cases where school health records document injury-related functional limitations or accommodations:

• Contact school district's central office, not individual schools
• Request under FERPA (Family Educational Rights and Privacy Act), not HIPAA
• Include authorization for educational records along with medical release
• Specify dates of enrollment and specific health-related documents needed

Ohio Department of Health and Medical Board Contact Information for Record Requests

When standard provider channels fail or you need records related to regulatory matters, Ohio's state agencies provide alternative pathways for obtaining critical medical information.

When to Contact ODH vs the Ohio Medical Board

Ohio Department of Health (ODH) maintains:

• Vital statistics (birth and death certificates)
• Immunization registry records
• Public health investigation records
• Healthcare facility licensing information

Ohio Medical Board maintains:

• Physician licensing and disciplinary records
• Complaint investigation files (with limitations)
• Practice location information for locating closed practices
• Verification of physician credentials and specialties

Accessing Immunization Records Through ODH

Ohio's immunization registry can provide vaccination records when pediatric offices have closed or records are otherwise unavailable. These records support personal injury cases requiring proof of patient health status or timeline establishment for injury causation.

Obtaining Records Related to Medical Board Investigations

Ohio's privileged communications statute (R.C. 2317.02) prohibits physicians and mental health professionals from testifying or producing documentation in court proceedings without authorization or court order. This creates barriers that override HIPAA's subpoena permissions for medical malpractice cases.

For records related to Medical Board investigations of physicians treating your client, additional legal steps may be required including court orders that meet specific criteria.

Common Reasons Medical Record Requests Get Rejected in Ohio

Provider rejections don't just delay your timeline—they restart the entire processing period, potentially adding weeks to your retrieval process and jeopardizing settlement deadlines or trial preparation schedules.

Top 5 Authorization Form Errors

#1 - Incomplete authorization: Missing patient signature, date, or unchecked boxes for sensitive records. Solution: Complete every field on Ohio's standardized form; initial all sensitive record type sections (mental health, substance abuse, HIV/AIDS); verify signature is present and dated recently.

#2 - Missing or inadequate photo ID: Blurry, expired, or completely absent identification for attorney requests. Solution: Include clear copy of current government-issued ID; verify expiration date; ensure address matches authorization form or include explanation for discrepancies.

#3 - Expired authorization: Providers typically require authorizations signed within the past year. Solution: Check signature date before submitting; if approaching the typical provider policy window, obtain fresh signature from client.

#4 - Wrong patient information: Common names without adequate identifiers cause facilities to reject requests to avoid HIPAA violations. Solution: Always include full legal name plus any aliases or maiden names; provide both DOB and SSN; add dates of service and account numbers when available.

#5 - Substance abuse records without special authorization: Records protected under Part 2 (42 CFR Part 2) require separate Form B authorization. Solution: Use Ohio's Form B specifically for substance use disorder treatment records, even when Form A would suffice under HIPAA.

Date-Related Rejection Issues

• Vague date ranges like "all records" without specific timeframes
• Conflicting dates between authorization and request letter
• Future dates inadvertently entered
• Missing dates of service entirely

Patient Identification Mismatches

• Married vs. maiden name inconsistencies
• Middle name or initial variations
• Address changes between treatment and request dates
• SSN transposition errors

How Codes Health helps: AI-powered request review catches these errors before submission—flagging misspellings, missing dates, wet signature requirements, and authorization deficiencies. Their automated follow-up systems contact providers daily until record delivery without manual staff intervention, preventing delays from compounding into weeks or months. This proactive error prevention is why Codes Health consistently delivers records in 10-12 days versus the 30-90 day industry standard.

How Personal Injury Lawyers Can Streamline Medical Records Collection

A systematic approach to medical records retrieval separates efficient firms from those perpetually chasing missing documentation weeks before trial.

Building a Pre-Litigation Records Checklist

Day 1-2: Client intake actions

• Execute Ohio's standardized HIPAA authorization (Form A) immediately at initial consultation
• Have client create comprehensive provider list including:
  
  • Primary care physicians and specialists
  • Emergency rooms and urgent care facilities
  • Physical therapy, chiropractic, and rehabilitation providers
  • Imaging centers and diagnostic labs
  • Pharmacies (all locations used)
  • Mental health providers
  • Any out-of-state treatment facilities
• Obtain client signature on multiple authorizations (prepare 10+ copies)
• Collect any medical records, billing statements, or insurance EOBs client already possesses
• Verify all demographic information: full legal name (including maiden names), exact DOB, current address, SSN

Day 3-5: Request preparation and submission

• Create provider tracking spreadsheet with columns for: Provider Name, Contact Info, Submission Date, Method, Follow-up Date, Status, Received Date, Issues
• Draft individualized requests specifying exact records needed with precise date ranges
• Verify current contact information (call to confirm fax numbers, email addresses, portal availability)
• Submit all requests using highest-efficiency method for each provider
• Document submission details and set calendar reminders

Managing Multiple Provider Requests Simultaneously

The traditional approach of sequential record requests—waiting for one provider before requesting from the next—extends timelines unnecessarily. Parallel processing through simultaneous requests to all providers significantly reduces total retrieval time compared to sequential requests.

Challenge: Managing 5-10 simultaneous requests per case across a caseload of 20-30 active PI files creates an administrative nightmare of tracking, follow-ups, and status monitoring—easily 10-15 hours of staff time weekly.

Solution: Codes Health's centralized platform handles this entire workflow: submit all requests through one interface, AI reviews each request for errors before transmission, the system maintains daily provider follow-ups automatically, and you receive real-time status updates without manual tracking. What traditionally consumed hours of staff time per week reduces to minutes of platform management.

Ensuring Record Completeness Before Settlement Demand

Incomplete records at settlement negotiation weaken your position and often result in lower offers. Before finalizing any demand package:

• Verify all providers on client's list have delivered records
• Cross-reference billing records against treatment notes (billing often shows visits not documented in received records)
• Confirm imaging CDs enclosed, not just radiology reports
• Check for treatment gaps requiring explanation
• Ensure prescription records match medications referenced in treatment notes

Codes Health's Missing Record Review cross-references patient medical history to identify gaps in record collection before trial or settlement negotiations—visualizing missing records by comparing treatment documentation to received records and flagging incomplete provider deliveries requiring follow-up.

What Information Medical Records Must Contain for Personal Injury Cases

Medical records requests for PI cases require strategic thinking beyond basic retrieval—what you request and how you organize it directly impacts case value.

Essential Record Types for Proving Causation

Pre-incident baseline records: Establish patient's health status before injury; rule out pre-existing conditions; demonstrate functional capacity before incident; critical for defending against comparative negligence arguments.

First treatment after incident: Emergency room visit, urgent care, or immediate physician consultation providing temporal connection between incident and injury; contemporaneous complaint documentation; initial injury description in patient's own words; treating provider's causation opinion.

Treatment progression notes: All visits through maximum medical improvement (MMI) demonstrating ongoing impact and severity; documenting subjective complaints consistently; showing causal relationship throughout treatment; establishing medical necessity.

Specialist consultations: Orthopedics, neurology, pain management documenting severity requiring specialized care; expert causation opinions; future treatment needs recommendations.

Identifying Pre-Existing Conditions in Medical Documentation

Defense attorneys will scour medical records for any mention of prior similar complaints, injuries, or conditions. Proactive identification of these references enables you to:

• Develop explanation for distinctions between prior and current injuries
• Obtain expert opinions on aggravation vs. causation
• Prepare client for deposition questions about medical history
• Address issues in demand package rather than being blindsided

General AI tools (e.g., ChatGPT) are not reliable for clinical document interpretation. Codes Health's AI-powered insights extraction specifically flags pre-existing conditions, missed appointments, and case-critical facts that might be overlooked in manual review—automatically extracting structured data including all diagnoses, treatments, and medical history elements from thousands of pages of unstructured records.

Built by an MIT-educated engineering team, Codes Health continuously ships new workflows and product enhancements for legal and healthcare professionals.

Billing Records vs Clinical Records in Damages Calculation

Clinical records document medical necessity and causation but don't always itemize costs. Billing records provide the economic damages foundation with:

• Itemized charges with CPT codes
• Date-specific treatment costs
• Insurance adjustments and write-offs
• Out-of-pocket patient responsibility
• Liens and payment status

Both record types are essential—clinical records prove the treatment was necessary and related to the incident, while billing records establish the economic value of that treatment.

Ohio Medical Record Fees and Cost Regulations for Attorney Requests (2025)

Ohio updates medical-record copy fees annually. For 2025, there are two schedules: one for patients/personal representatives and one for “requests by others” (which generally includes attorney requests). See the Ohio Department of Health Medical Records Price Index and recent 2025 fee summaries for details.

Ohio Statutory Fee Limits (effective 2025)

If the request is by the patient or the patient’s personal representative:

• Pages 1–10: $3.88 per page
• Pages 11–50: $0.81 per page
• Pages 51+: $0.32 per page
• X-ray/MRI/CT on paper or film: $2.66 per page
• Postage: actual cost

If the request is by “others” (e.g., attorney/third-party requests):

• Records search fee: $23.94 (one per request)
• Pages 1–10: $1.58 per page
• Pages 11–50: $0.81 per page
• Pages 51+: $0.32 per page
• X-ray/MRI/CT on paper or film: $2.55 per page
• Postage: actual cost
  

Electronic format & HIPAA Right-of-Access note: The $6.50 flat-fee method applies only to HIPAA right-of-access requests (patient or personal representative). It does not apply to attorney/third-party requests after Ciox v. Azar.

Electronic Records vs Paper Records — Example Pricing

Example: 200-page hospital record (attorney request, 2025):

• Search fee: $23.94
• First 10 pages: 10 × $1.58 = $15.80
• Pages 11–50: 40 × $0.81 = $32.40
• Pages 51–200: 150 × $0.32 = $48.00
• Total: $120.14 + actual postage (and any X-ray/MRI/CT pages billed at $2.55/page).

Patient/personal-rep comparison (same 200 pages, 2025):

• No search fee
• First 10 pages: 10 × $3.88 = $38.80
• Pages 11–50: 40 × $0.81 = $32.40
• Pages 51–200: 150 × $0.32 = $48.00
• Total: $119.20 + actual postage (X-ray/MRI/CT pages at $2.66/page).

Challenging Excessive Record Fees

Ohio providers cannot charge for search and retrieval time under HIPAA. If you receive a bill that seems excessive:

• Reference specific statutory limits under ORC § 3701.74
• Request itemized breakdown of charges
• Challenge any charges beyond permitted categories
• Escalate to facility compliance officer if necessary
• File complaint with Ohio Medical Board for egregious overcharging

How Long Ohio Providers Must Retain Medical Records

Understanding retention requirements helps PI lawyers know when to request records urgently versus when records should still be available years later.

Ohio Retention Requirements by Record Type

Adult records: Minimum retention periods vary by provider type and record category. Note that Ohio's medical malpractice statute of limitations is one year with a four-year statute of repose—record retention policies often extend longer than these periods.

Minor patient records: Extended retention requirements beyond age of majority ensure records remain available well into adulthood. This is particularly important for personal injury cases involving childhood injuries with long-term consequences.

Imaging studies: Separate retention periods may apply to diagnostic images versus written radiology reports.

Emergency department records: May have different retention requirements than standard inpatient or outpatient records.

What Happens to Records When Practices Close

When Ohio medical practices close, physicians must designate a successor custodian of records and provide adequate notice to patients. For personal injury cases requiring records from closed practices:

• Contact Ohio Medical Board to locate physician's last known address and successor designation
• Check with local hospital systems that may have absorbed the practice
• Request records custodian affidavit if challenging provider claims records don't exist
• Act quickly if records are approaching retention limit expiration

Requesting Records Near Retention Limit Expiration

For personal injury cases involving injuries from years past, immediate action is critical. Once retention periods expire, providers may legally destroy records. Statute of limitations alignment creates urgency—Ohio's 2-year PI statute means you might need 6-8 year old records to establish pre-existing condition baseline, but providers may only retain for 7 years.

Digital Tools and Services That Accelerate Medical Records Retrieval for Law Firms

Traditional medical records management consumes staggering resources that technology can dramatically reduce while improving quality.

AI vs Manual Record Review for Personal Injury Cases

Manual review of medical records is time-intensive and error-prone. Industry analysis reveals that requests can take months to process through complex hospital and insurance company systems, while statute of limitations continues to run.

Manual process challenges:

• 10-15 hours weekly of staff time tracking requests and managing correspondence
• 30-90 day average turnaround despite Ohio's 30-day legal standard
• High error rates from incomplete authorizations and missing information
• Disorganized delivery requiring hours of manual sorting and indexing
• Buried diagnoses and case-critical facts overlooked in thousands of pages

AI-powered solutions advantages:

• Proactive error checking before submission prevents rejections
• Automated daily follow-ups maintain pressure without staff time
• Real-time status tracking eliminates black-box frustration
• Automatic chronological organization across all providers
• Intelligent extraction of diagnoses, breaches of care, and future expenses

Benefits of Automated Provider Follow-Up Systems

Codes Health's automated follow-up contacts providers daily until record delivery without manual staff intervention. The system doesn't forget, doesn't get busy with other tasks, and doesn't let providers slip through the cracks—ensuring Ohio's reasonable time requirement is enforced consistently across every request.

Compound efficiency gains:

• Solo practitioners managing 20 active PI cases with 5 providers each face 100+ records requests annually
• Traditional management: 10-15 hours weekly of follow-up calls and tracking
• Automated management: Minutes weekly of platform oversight
• Time savings: 500-750 hours annually redirected to case strategy and client service

HIPAA-Compliant E-Signature Solutions for Intake Forms

Codes Health's e-signature platform operates a HIPAA-compliant system for release of information requests with secure document storage enabling record reuse across multiple cases. For mass tort practices handling multiple claims for individual plaintiffs, this eliminates the need to retrieve identical records repeatedly from the same providers.

Cost savings: Storing records securely after initial retrieval means second, third, and fourth cases for the same client require no additional retrieval fees—only accessing already-obtained documentation.

For high-volume firms, Codes Health builds custom integrations with CRM platforms and medical software

Frequently Asked Questions

How long does it take to receive medical records in Ohio?

Ohio law requires providers to respond within a "reasonable time," which HIPAA interprets as 30 days. However, MyChart electronic requests are typically completed within 2 business days, while traditional paper requests often extend to 30-60 days due to processing delays and provider backlogs. Codes Health's AI-powered platform delivers organized records in 10-12 days through automated error prevention and daily provider follow-ups.

Can I request my client's medical records without a signed HIPAA release?

No. ORC § 3701.74 requires a written request signed and dated by the patient or their legal representative. HIPAA permits disclosure in response to court orders and subpoenas in certain circumstances, but Ohio's privileged communications statute (R.C. 2317.02) often overrides HIPAA's subpoena provisions, requiring patient authorization or court order for medical records in litigation.

What should I do if an Ohio hospital refuses to release medical records?

First, verify your authorization form is complete and compliant—incomplete authorizations are the most common rejection reason. If properly submitted, escalate through the facility's compliance officer or patient advocate, referencing ORC § 3701.74's requirements. Document all communications and consider filing a complaint with the Ohio Medical Board for physicians or the facility's regulatory body. As a last resort, subpoena the records with proper HIPAA compliance.

Can I access my client's childhood medical records for a personal injury case?

Yes, but special considerations apply. Pediatric records have extended retention requirements, making them more likely to be available than adult records from the same time period. If the client is now an adult, they sign the authorization directly. For current minors, the parent or legal guardian must sign. Contact the pediatric provider or, if the practice has closed, check with the Ohio Medical Board to locate successor custodians.