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

Obtaining medical records from Minnesota hospitals requires personal injury law firms to understand both federal HIPAA regulations and the state's stricter Minnesota Health Records Act. Under Minnesota Statutes § 144.292, hospitals must furnish records within 30 calendar days, but incomplete authorizations remain the #1 cause of denied requests—forcing firms to restart the entire process. Platforms like Codes Health use AI error checking to catch missing signatures, unclear expiration dates, and unchecked boxes before submission, preventing weeks of delays.

The Minnesota Health Records Act imposes requirements that exceed federal HIPAA standards, making proper authorization forms essential for legal practices. Whether you're handling a single-vehicle accident case or complex multi-defendant litigation, understanding Minnesota's specific procedures ensures faster access to the documentation your case demands.

This guide covers everything PI law firms need: legal requirements, hospital contact directories, fee structures, and strategies for streamlining retrieval across Minnesota's major healthcare systems.

Key Takeaways

• Minnesota law requires hospitals to provide records within 30 calendar days
• Codes Health's AI platform catches authorization errors before submission, preventing the most common cause of request rejections
• Major Minnesota hospital systems have centralized Health Information Management departments for streamlined requests
• The Minnesota Standard Consent Form must be accepted by all state providers when properly completed
• Social Security disability appeals qualify for reduced fees—$10 retrieval only with no per-page charges

Understanding Your Rights to Medical Records in Minnesota

Minnesota maintains one of the nation's more stringent patient privacy frameworks. The Minnesota Health Records Act establishes requirements that exceed federal HIPAA protections, creating specific obligations for both healthcare providers and those requesting records.

Key Regulations Governing Medical Record Access

Under Minn. Stat. § 144.292, healthcare providers must "promptly furnish" records upon valid written request. The law establishes:

• Maximum 30-day response timeline for all requests
• Strict authorization requirements for third-party access
• Fee caps enforced by the Minnesota Department of Health
• Special consent requirements for mental health, chemical dependency, and HIV records

Who Can Request Medical Records?

Legal authority to request records extends to specific parties under Minnesota law:

• Patients aged 18 or older
• Attorneys with signed patient authorization
• Legal representatives with documented authority
• Parents or guardians for patients under 18

For PI cases, your firm needs a properly executed authorization from the client specifying your right to obtain records on their behalf. The authorization must include clear expiration dates and signature requirements.

What Information Can You Access?

PI law firms can request comprehensive documentation including:

• Emergency department records and admission notes
• Surgical and operative reports
• Diagnostic imaging reports and images
• Laboratory results
• Progress notes and discharge summaries
• Billing records and itemized statements
• Physical therapy documentation

Important: Mental health records, chemical dependency treatment, and psychotherapy notes require separate specific consent and cannot be combined with general medical record authorizations.

Identifying the Right Hospital and Department for Your Request

Minnesota's healthcare landscape includes several major hospital systems, each with centralized Health Information Management (HIM) departments handling release of information requests.

Major Minnesota Hospital Systems Directory

Twin Cities Metro Area:

• Hennepin Healthcare

• HIM Phone: (612) 873-6963
• Fax: (612) 873-1516
• Email: Not published

• M Health Fairview

• HIM Phone: (952) 924-5165
• Fax: (952) 915-8824
• Email: releaseofinformation@fairview.org

• Allina Health

• HIM Phone: (612) 262-2300
• Fax: (612) 262-2323
• Email: MedicalRecords@allina.com

• HealthPartners/Regions

• HIM Phone: (651) 254-4791
• Fax: (651) 254-0954
• Email: Online form

• North Memorial

• HIM Phone: (763) 581-4390
• Fax: (763) 581-4447
• Email: MedicalRecords@northmemorial.com

• Children's Minnesota

• HIM Phone: (612) 813-6216
• Fax: (612) 813-5980
• Email: Online form

Regional Systems:

• Mayo Clinic (Rochester)

• HIM Phone: (507) 284-4594
• Fax: (507) 284-0161
• Email: MAYOHIMSROI@mayo.edu

• Essentia Health (Duluth)

• HIM Phone: (866) 203-7454
• Fax: (920) 593-3114
• Email: ReleaseOfInformation@EssentiaHealth.org

• Sanford Health

• HIM Phone: (701) 234-2366
• Fax: (701) 234-2053
• Email: Online form

What if You Can't Remember All Providers?

Complex PI cases often involve multiple treatment facilities across extended timeframes. Patients may not recall every provider they visited, especially after traumatic injuries. Codes Health maintains proprietary databases that locate patients' previous providers, ensuring complete record collection before trial.

Preparing a Valid Medical Record Request and Authorization

Incomplete authorizations are the #1 cause of denied requests. Missing patient signatures, unclear expiration dates, or unchecked boxes for sensitive records will restart your entire process with providers. Codes Health's AI review catches these errors before submission—the system automatically flags misspellings, missing dates of service, and signature issues that would otherwise cause provider rejections.

Essential Components of a Request Form

The Minnesota Standard Consent Form requires:

Patient Information:

• Full legal name (including suffix)
• Previous names (maiden, former)
• Date of birth and complete address
• Medical record number if known

Authorization Details:

• Specific facilities releasing records
• Recipient name and address
• Date range for records requested
• Record types needed (check all applicable boxes)
• Purpose of release (select "Litigation/Legal" for PI cases)

Signature Requirements:

• Patient signature with date
• Expiration date (default: one year from signing)
• Special consent checkboxes for sensitive records

Common Mistakes Leading to Request Rejection

Codes Health's AI review catches these errors before submission:

• Missing wet signatures on authorization forms
• Incorrect date formats or missing dates of service
• Misspelled patient names that don't match hospital records
• Unchecked boxes for mental health or substance abuse records when relevant
• Expired authorizations past the one-year default

The system automatically flags these issues, preventing the delays that compound into weeks or months of case timeline extension.

Submitting Your Request: Methods and Best Practices

Minnesota hospitals accept requests through multiple channels, each with different processing speeds and documentation requirements.

Comparing Submission Methods

Electronic Submission (Fastest):

• Patient portals like MyChart offer immediate access to some records
• Most major systems offer portal access
• Secure email submission available at most facilities

Traditional Methods:

• Fax submission with transmission confirmation
• Certified mail for proof of delivery
• In-person drop-off at HIM offices (hours typically 8:00 AM - 4:30 PM Monday-Friday)

Leveraging Electronic Systems for Faster Access

Electronic format requests provide significant advantages:

• $20 total cost versus $50-500 for paper
• Faster processing at most facilities
• Easier organization and searchability
• Immediate integration with case management systems

Codes Health gathers records through multiple channels including HIE integrations, TEFCA network access, and EHR system connections—complementing traditional fax retrieval to ensure comprehensive collection.

Understanding Timelines and Costs for Record Retrieval in Minnesota

Legal Timelines for Hospitals to Respond

Minnesota Statutes § 144.292 requires providers to respond within 30 calendar days. However, actual processing times vary:

• Hennepin Healthcare: Most requests within 2 business days
• Children's Minnesota: Up to 5 business days
• Sanford Health: Minimum 48 hours; urgent services available
• Mayo Clinic: Urgent services by arrangement

Minnesota Medical Records Fee Structure (2025)

The Minnesota Department of Health establishes maximum allowable charges:

• Paper (1-25 pages): $1/page + $10 retrieval = $30 max
• Paper (26-100 pages): $1/page + $10 retrieval = $50 max
• Paper (101+ pages): $1/page + $10 + $0.20/page over 100 = $500 max
• Electronic copies: $20 total (retrieval only)
• X-ray images: $30 total
• Social Security appeals: $10 retrieval only

Following Up on Your Medical Record Request Effectively

Persistent follow-up separates successful retrieval from indefinite delays. Without systematic tracking, requests fall through cracks at busy HIM departments.

Strategies for Persistent Follow-Up

• Contact HIM departments weekly until records arrive
• Document every communication with date, representative name, and outcome
• Request written confirmation of receipt for all submissions
• Escalate to Patient Relations if standard channels fail

Real-Time Visibility Into Request Status

Codes Health provides real-time status updates for every fax and call made on behalf of clients. The platform's automated follow-up systems contact providers daily until record delivery, eliminating manual tracking while ensuring nothing gets lost.

Special Considerations for Personal Injury Law Firms in Minnesota

Why Comprehensive Records Are Critical for PI Cases

Medical records form the foundation of damages calculations, causation arguments, and settlement negotiations. Missing documentation can undermine otherwise strong cases.

Key elements to verify in every record set:

• Initial presentation and chief complaint documentation
• Objective findings from imaging and laboratory tests
• Treatment provided and prognosis statements
• Work restrictions and activity limitations
• Pre-existing condition documentation
• Future care recommendations

Identifying Gaps and Inconsistencies for Litigation

AI-powered platforms can surface buried information that manual review misses. Codes Health's Insights Extraction Engine specifically flags

• Breaches in care standard
• Missed appointments that opposing counsel might exploit
• Pre-existing conditions requiring disclosure
• Future medical expenses supported by documentation
• Hidden case facts across thousands of pages

Streamlining Record Management for Multiple Plaintiffs

Mass tort and multi-plaintiff cases multiply retrieval complexity. Codes Health's AI-Powered Case Chronologies automatically organize, compile, and summarize records into chronological order—grouping patient encounters by visit for rapid navigation through extensive documentation.

Leveraging Technology for Faster and More Accurate Retrieval

The Role of AI in Modern Record Retrieval

General AI platforms like ChatGPT cannot accurately analyze medical records due to HIPAA constraints and lack of medical-legal training. Purpose-built solutions like Codes Health combine specialized AI with human verification for reliable results, delivering high-precision analysis that general AI tools cannot match.

Codes Health's AI-human hybrid approach delivers "AI insights, verified by humans"—combining the speed of automated processing with the accuracy of medical and legal expert validation. The platform's MIT-educated engineering team continuously builds out additional workflows and products, ensuring the system constantly evolves and becomes more comprehensive to meet the changing demands of legal professionals.

Benefits of Digital vs. Manual Retrieval

Technology-enabled retrieval offers measurable advantages:

• Cost reduction: Electronic requests cost $20 versus hundreds for paper
• Speed improvement: Requests that took months now complete in days
• Completeness assurance: Missing Record Review cross-references patient history to identify gaps
• Error prevention: AI catches authorization mistakes before submission

How Codes Health Streamlines Minnesota Medical Record Retrieval

For PI law firms handling Minnesota cases, Codes Health eliminates the friction points that delay case progression. The platform serves as a premier pre-litigation department without the overhead—combining the functions of a nurse, paralegal, and assistant in one system.

Complete Records in 10-12 Days

Unlike services promising same-day retrieval that deliver incomplete documentation requiring client involvement, Codes Health obtains comprehensive records within 10-12 days. This approach ensures you receive everything needed for case evaluation without gaps that create problems at trial.

AI Error Prevention Before Submission

The platform's AI review catches the authorization errors that cause most rejections:

• Missing or invalid signatures
• Incorrect dates of service
• Misspelled names that don't match hospital records
• Unchecked boxes for relevant sensitive records

Daily automated follow-ups with all providers maintain momentum without manual staff intervention.

Custom Integrations for High-Volume Firms

For practices handling significant case volume, Codes Health builds custom integrations with CRM platforms and case management software—creating seamless workflows that scale with your practice. The platform maintains full HIPAA compliance throughout the process.

Frequently Asked Questions

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

Under Minnesota Statutes § 144.292, hospitals must furnish records within 30 calendar days of receiving a valid written request. Many facilities process routine requests faster—Hennepin Healthcare typically responds within 2 business days for patient care requests.

Can a personal injury lawyer request medical records on my behalf in Minnesota?

Yes, attorneys can request records with a properly executed patient authorization. The authorization must specify the attorney or firm as an authorized recipient, include the patient's signature, and contain a clear expiration date. The Minnesota Standard Consent Form is accepted statewide.

What are common reasons a medical record request might be rejected in Minnesota?

The most common rejection causes include missing patient signatures, incorrect or missing dates of service, misspelled names that don't match hospital records, expired authorizations, and failure to check required boxes for sensitive records (mental health, substance abuse, HIV). Codes Health's AI review catches these errors before submission.

What is the difference between a medical record summary and a full record?

A medical record summary condenses key findings, diagnoses, and treatment information into a shorter document. Full records include all clinical notes, test results, imaging reports, and billing documentation. PI cases typically require full records to support damages calculations and establish causation—summaries may miss critical details.

What should I do if a Minnesota hospital refuses to release my records?

First, verify your authorization meets all requirements under Minnesota law. If properly authorized, contact the facility's Patient Relations department to escalate. Hospitals cannot refuse valid requests but may need additional documentation to verify authorization. For persistent issues, the Minnesota Department of Health can assist with compliance matters.