How to Get Medical Records from Hospitals in Michigan (PI Law Firm's Guide)

Medical record retrieval remains one of the most time-consuming bottlenecks in personal injury case preparation. Michigan hospitals process record requests in 5-7 business days on average, with some facilities taking up to 30 days—yet incomplete authorizations frequently restart the clock entirely. For PI law firms handling dozens of active cases, manual retrieval creates staffing burdens that directly impact case timelines and client outcomes.

Understanding Michigan's Medical Records Access Act requirements, hospital-specific processes, and fee structures can reduce delays and control costs. However, AI-powered platforms like Codes Health now automate much of this process, handling retrieval, organization, and analysis while catching authorization errors before submission. This combination of regulatory knowledge and technology integration gives PI attorneys a strategic advantage in building stronger cases faster.

This guide covers the complete retrieval process for Michigan hospitals, including authorization requirements, fee schedules, major hospital contacts, and solutions for common challenges PI firms encounter.

Key Takeaways

• Michigan hospitals must respond to medical record requests within 30 days per HIPAA, with most processing in 5-7 business days
• The 2025 Michigan MRAA fee schedule sets rates at $31.54 initial plus tiered per-page fees
• Incomplete authorizations are the #1 cause of denied requests—Codes Health's AI review catches these errors before submission
• Most major Michigan hospitals offer MyChart or equivalent portals, enabling free electronic access when clients grant proxy permissions
• Major hospital consolidations (Corewell, Henry Ford-Ascension joint venture, UM Health-Sparrow) have changed record request routing—older records may be under former system names
• Records older than 7 years are often stored off-site, extending retrieval to 2-4 weeks at many facilities

Understanding Your Rights to Medical Records in Michigan

Michigan personal injury attorneys must understand both federal HIPAA regulations and state-specific Medical Records Access Act provisions when requesting client records. These overlapping frameworks establish patient access rights, allowable fees, and response timelines.

Federal vs. State Laws: What Applies in Michigan?

HIPAA provides the federal baseline, requiring covered entities to fulfill record requests within 30 days with a possible 30-day extension. Michigan's Medical Records Access Act adds state-specific fee caps and procedural requirements that often benefit requesters.

When conflicts arise, providers typically charge the lower amount between HIPAA's actual cost-based fee and Michigan's statutory caps. This generally works in favor of PI firms requesting records.

Who Can Request Records?

Under HIPAA and Michigan law, the following parties may authorize medical record releases:

• The patient directly (age 18+ in Michigan)
• A legally authorized representative (parent/guardian for minors)
• Power of attorney holder with healthcare decision authority
• Probate Court-appointed Personal Representative for deceased patients
• Attorney with signed patient authorization

For PI cases, firms typically obtain signed authorizations from clients at intake. Michigan requires specific authorization for sensitive records including mental health, substance abuse treatment, HIV/AIDS information, and genetic data.

What Information Can You Access?

The "Designated Record Set" under HIPAA includes all records used to make decisions about the patient's care. For PI purposes, this encompasses:

• Emergency department records and discharge summaries
• Physician notes and treatment plans
• Diagnostic imaging reports and films
• Laboratory results
• Surgical records and anesthesia notes
• Billing records and itemized statements
• Physical therapy and rehabilitation notes

Identifying Which Hospital Holds Your Medical Records

Michigan's hospital landscape has undergone significant consolidation, complicating record requests for firms unfamiliar with recent changes. Understanding current ownership structures prevents misdirected requests and delays.

Major Hospital Systems and Recent Changes

Southeast Michigan serves approximately 4.3 million residents across 12 major hospital systems. Key consolidations include:

• Henry Ford Health and Ascension Michigan formed a joint venture in October 2024, bringing several Ascension hospitals under the Henry Ford Health brand. Former Ascension sites use (800) 367-1500 while legacy Henry Ford facilities use (313) 916-4540.

• Corewell Health resulted from the Spectrum Health and Beaumont merger, creating Michigan's largest hospital network. Royal Oak HIM can be reached at (248) 898-7400.

• University of Michigan Health absorbed Sparrow Health System. Lansing records are now accessible at (517) 364-2276.

West Michigan hospitals primarily fall under Corewell Health West (formerly Spectrum Health), with medical records accessible at (269) 983-8625.

Consolidating Records from Multiple Facilities

PI cases frequently involve treatment across multiple facilities—ambulance transport to one ER, transfer to a trauma center, follow-up with specialists at a third location. Strategic approaches include:

• Request comprehensive history from the largest system first, as MyChart often consolidates affiliated facility records
• Use client intake interviews to identify all treatment locations before submitting requests
• Cross-reference billing records against medical records to identify missing treatment episodes

Step-by-Step Guide to Requesting Your Records Directly

Efficient record retrieval requires proper authorization documentation and systematic submission processes. Missing even one required element restarts the entire timeline.

Completing the Authorization Form Accurately

Incomplete authorizations are the #1 cause of denied requests. Missing patient signatures, unclear expiration dates, or unchecked boxes for sensitive records will restart your 15-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.

Michigan authorization forms must include specific elements to be valid:

Required patient information:

• Full legal name, date of birth, current address
• Previous names if applicable
• Medical record number or last four SSN digits (when available)

Required disclosure elements:

• Specific dates of service OR "complete medical record"
• Departments and record types requested
• Releasing provider/facility name
• Recipient name, address, and fax number
• Purpose of disclosure ("legal representation" or "personal injury claim")
• Expiration date (recommended to specify; if left blank, validity may be questioned by the provider)

Sensitive information checkboxes: Michigan requires explicit authorization for mental health records, substance abuse treatment, HIV/AIDS information, and genetic data. Forms missing these checkboxes when relevant records exist will be partially fulfilled or denied.

Signature requirements:

• Patient or legally authorized representative signature
• Date signed
• For electronic signatures: attestation with name, date, and time per Michigan Medicine standards

Submitting Your Request: Online, Mail, or In-Person

Fax submission remains the most common method for attorney requests. Major hospital HIM fax numbers include:

• Henry Ford Health: (313) 916-3917
• University of Michigan Health: (734) 936-8571
• Detroit Medical Center: (313) 745-3500
• McLaren Flint: (810) 342-4961

Online portals work when clients grant proxy access. MyChart enables immediate, free electronic record downloads—a significant cost advantage over paper requests.

Mail submissions should be sent to HIM departments with "Attn: Medical Records" notation. Include a cover letter on firm letterhead specifying the client, dates of service, and contact information for questions.

Costs and Timelines for Obtaining Medical Records in Michigan

Michigan's Medical Records Access Act establishes fee caps that apply to all hospitals statewide, creating predictable cost structures for PI firms.

Understanding Allowable Fees in Michigan

The 2025 MRAA fee schedule establishes the following maximum rates:

Fee Structure:

• Initial fee (third-party requests): $31.54
• Pages 1-20: $1.58 per page
• Pages 21-50: $0.79 per page
• Pages 51+: $0.32 per page
• Non-paper media (CDs): Actual cost
• Postage: Actual cost

Important exceptions:

• No initial fee when patients request their own records
• No charge for records sent to other healthcare providers for continuing care
• Medically indigent persons receive one free copy (proof of public assistance required)

Cost examples for typical PI cases:

• Minor ER visit (15 pages): $55.24
• Moderate injury with hospitalization (75 pages): $87.74
• Severe injury with multiple admissions (250 pages): $151.74
• Complex multi-hospital case (1,500+ pages): ~$480

What to Expect Regarding Turnaround Times

Processing times vary by facility and record location:

• Fastest: Detroit Medical Center on-site records: 5-7 business days
• Average statewide: 5-7 business days
• Off-site records (7+ years old): 2-4 weeks at many facilities
• Slowest: UM Health-West and Bronson: up to 30 days

Addressing Missing or Incomplete Medical Records

Record gaps can undermine case valuations and create discovery vulnerabilities. Proactive identification and resolution of missing records strengthens case positioning.

Common Reasons Records Are Missing

• Incomplete authorization forms: Missing signatures, unclear expiration dates, or unchecked boxes for sensitive records restart the 15-day processing clock
• Off-site storage: Records older than 7 years per Michigan retention requirements are often archived, extending retrieval
• Merged facility confusion: Requests sent to former hospital names may be rejected or delayed
• Department-specific records: Radiology films, pathology slides, and specialty consult notes sometimes require separate requests

Strategies for Pursuing Outstanding Records

Cross-reference client timeline: Compare client-reported treatment history against received records to identify gaps.

Contact HIM directly: A phone call to the Health Information Management department often resolves confusion faster than additional fax requests.

Request specific departments: Rather than broad "complete record" requests, specify missing components—"radiology reports from 1/15/2024 ER visit" gets faster results.

Use billing records: Insurance EOBs and hospital billing statements reveal treatment episodes that may be missing from medical record requests.

Leveraging Medical Record Retrieval Services for Legal Cases

Manual retrieval consumes paralegal hours that could support case development. Professional retrieval services handle administrative burden while improving completeness.

When to Consider Professional Retrieval Services

PI firms benefit most from retrieval services when handling:

• High-volume caseloads with dozens of active retrieval requests
• Complex cases involving multiple facilities across different health systems
• Mass tort matters requiring standardized record collection
• Cases approaching discovery deadlines with outstanding records

Benefits for Complex Personal Injury Cases

Professional services provide advantages beyond time savings:

• Error prevention: AI-powered review catches authorization deficiencies before submission
• Automated follow-up: Daily provider contact without paralegal intervention
• Status visibility: Real-time tracking replaces the black-box experience of traditional retrieval
• Completeness verification: Cross-referencing identifies gaps before trial preparation

Organizing and Understanding Your Michigan Medical Records

Raw medical records require organization and analysis to support case development. Thousands of pages from multiple facilities become manageable through systematic approaches.

Key Sections to Look For in Your Records

When reviewing records for PI cases, prioritize:

• Emergency department notes: Initial mechanism of injury documentation
• Discharge summaries: Treatment course overview and follow-up recommendations
• Operative reports: Surgical procedures with complications
• Progress notes: Day-to-day treatment changes and patient status
• Imaging reports: Diagnostic findings supporting injury claims
• Physical therapy records: Functional limitations and recovery progress
• Billing records: Treatment costs supporting damages calculations

Tools for Easier Review and Analysis

Modern AI platforms can process thousands of pages into structured chronologies, automatically flagging:

• Pre-existing conditions that may affect causation arguments
• Missed appointments that could impact damages claims
• Treatment gaps requiring explanation
• Diagnoses buried in progress notes

Important: General-purpose AI tools (like ChatGPT) aren’t designed to reliably analyze medical records end-to-end—records are long, inconsistent, and full of clinical shorthand, templates, and scanned artifacts that can cause missed details or wrong conclusions. Codes Health’s purpose-built, HIPAA-compliant AI is trained and structured specifically for medical-record workflows, so PI teams can extract and analyze case-critical facts with high precision.

Common Challenges and Solutions in Medical Record Retrieval

Even experienced PI firms encounter obstacles. Systematic approaches resolve most issues without escalation.

What to Do If a Provider Denies Your Request

Common denial reasons and solutions:

Incomplete authorization:

• Review form against Michigan requirements
• Ensure sensitive record checkboxes are marked if relevant
• Verify signature includes date and any required attestation

Wrong facility:

• Confirm current ownership following recent mergers
• Contact HIM to verify correct routing

Records don't exist:

• Request written confirmation of search
• Check alternative facilities where treatment may have occurred

Escalating Issues: When to Seek Legal Counsel

Consider escalation when:

• Provider refuses valid request without explanation
• Repeated submission attempts fail despite complete documentation
• Discovery deadlines approach with critical records outstanding
• HIPAA violation concerns arise from improper denials

How Codes Health Streamlines Michigan Medical Record Retrieval

Codes Health eliminates the administrative burden of medical record retrieval while improving accuracy and completeness. The platform combines AI-powered automation with human verification to deliver reliable results for PI law firms.

Complete Retrieval Without Client Involvement

Unlike services that require patient participation, Codes Health handles the entire retrieval process directly. Some competitors advertise same-day retrieval, but that speed usually comes with incomplete records and ongoing client involvement, which creates frustration, churn, and delays. Codes Health delivers complete records in 10–12 days without client participation.

The platform integrates with health information exchanges, TEFCA networks, and EHR systems to access records through multiple channels. When electronic access isn't available, traditional fax retrieval ensures comprehensive coverage.

Average turnaround is 10-12 days—significantly faster than the weeks or months firms experience with manual processes. The flat-fee pricing structure makes costs predictable regardless of record volume or complexity.

AI-Powered Error Prevention

Codes Health's AI review catches errors before submission—the system automatically flags misspellings, missing dates of service, and signature issues that would otherwise cause provider rejections and restart processing timelines.

Daily automated follow-ups with all providers eliminate the need for paralegal intervention to chase outstanding records. Real-time status updates provide complete visibility into request progress.

Intelligent Case Analysis

Beyond retrieval, Codes Health automatically organizes records into chronological case summaries. The AI extracts diagnoses, treatments, and medical history elements while flagging case-critical information:

• Breaches in care supporting negligence claims
• Pre-existing conditions requiring strategic consideration
• Missed appointments that may affect damages arguments
• Future medical expenses documented in treatment plans

For Michigan PI firms managing multiple active cases, Codes Health functions like a pre-litigation acceleration layer—supporting paralegals and attorneys with faster retrieval, cleaner organization, and case-ready analysis in a HIPAA-compliant platform.

Continuous Platform Evolution and Custom Integration

Codes Health's MIT-educated engineering team continuously builds out additional workflows and products, ensuring the platform constantly evolves, improves, and becomes more comprehensive to meet the changing demands of PI law firms and litigation support teams. For high-volume customers, Codes Health can build custom integrations with CRM platforms and other medical software, creating seamless workflow automation tailored to each firm’s intake, case management, and records pipelines.

Frequently Asked Questions

How long do hospitals in Michigan have to provide medical records?

Under HIPAA, hospitals must respond to record requests within 30 days, with a possible 30-day extension if they notify the requester in writing. Most Michigan hospitals process requests in 5-7 business days, though off-site records may take 2-4 weeks.

What is the maximum fee a hospital can charge for medical records in Michigan?

The 2025 Michigan MRAA fee schedule caps fees at $31.54 initial plus $1.58/page for pages 1-20, $0.79/page for pages 21-50, and $0.32/page for pages 51+. These caps apply to third-party requests; patients requesting their own records pay only per-page fees.

Can a personal injury lawyer request medical records on behalf of a client?

Yes, with a properly signed HIPAA authorization form. The authorization must include the client's signature, specific records requested, the law firm as recipient, purpose of disclosure, and expiration date. Michigan requires additional checkboxes for sensitive records including mental health and substance abuse treatment.

What should I do if I find an error in my client's medical records?

Submit an amendment request to the hospital's HIM department. Under HIPAA, patients have the right to request corrections to inaccurate information. The facility must respond within 60 days, either making the amendment or providing written denial with appeal rights.

Are psychiatric records included in general medical record requests?

No. Michigan requires explicit authorization for mental health and psychiatric records separate from general medical record consent. Authorization forms must include specific checkboxes or language indicating the patient consents to release of mental health information.