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

Obtaining medical records from Pennsylvania hospitals is one of the most time-consuming bottlenecks in personal injury case preparation. Manual retrieval processes stretch 45-90 days on average, with many requests rejected due to form errors that restart the clock. For PI law firms handling dozens of cases monthly, these delays compound into months of lost settlement negotiation time and paralegal hours buried in administrative follow-up.

Modern AI-powered retrieval platforms like Codes Health compress this timeline to 10-12 days for PI and litigation teams while eliminating the authorization errors that cause provider rejections. Unlike competing same-day retrieval services that deliver incomplete documentation and require ongoing client involvement (leading to client churn), Codes Health obtains complete records in 10-12 days without burdening your clients. By combining automated provider outreach, AI-powered error checking, and integration with Pennsylvania's major health systems, these solutions transform records retrieval from a case-stalling bottleneck into a streamlined workflow.

Understanding Pennsylvania's specific regulatory requirements—from state-mandated fee structures to health system-specific authorization forms—is essential for any PI practice serious about case velocity and client outcomes.

Key Takeaways

• Pennsylvania law mandates specific fee structures for medical records: $1.94/page for pages 1-20, $1.44/page for pages 21-60, plus a $28.74 search fee
• 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 by automatically flagging misspellings, missing dates of service, and signature issues that would otherwise cause provider rejections.
• Manual retrieval processes are time-consuming, consuming significant paralegal resources across submission, tracking, and organization
• AI-powered platforms like Codes Health reduce turnaround to 10-12 days while catching form errors before submission
• Major Pennsylvania health systems (UPMC, Penn State Health, Allegheny Health Network) each require facility-specific submission protocols that automated platforms handle automatically

Your Legal Right to Access Medical Records in Pennsylvania

Pennsylvania law, combined with federal HIPAA regulations, establishes clear frameworks for attorney access to client medical records. Understanding these rights—and their limitations—helps PI firms avoid compliance issues while maximizing retrieval efficiency.

Understanding HIPAA's Role

The HIPAA Privacy Rule under 45 CFR 164.524 grants patients the right to access their protected health information within 30 days of request. Providers may extend this by an additional 30 days if records are stored off-site.

For PI attorneys, client-signed authorization forms serve as the legal mechanism for accessing these records on the patient's behalf. Many secure retrieval platforms demonstrate their commitment to data security by maintaining SOC 2 Type II certification in addition to signing HIPAA-required Business Associate Agreements to ensure proper handling of protected health information.

State-Specific Regulations for Pennsylvania

Pennsylvania supplements HIPAA with state-specific requirements under 42 Pa.C.S. §§ 6152, 6152.1, and 6155. These statutes establish:

• Fee maximums: Providers cannot charge more than $1.94 per page for the first 20 pages, adjusted annually by CPI
• Response timelines: Healthcare providers must respond to valid requests within 30 days
• Special category protections: Mental health records, substance abuse treatment (42 CFR Part 2), and HIV-related information require separate authorizations

Designating a Personal Representative

Attorneys act as designated representatives when clients sign proper HIPAA authorization forms. The Pennsylvania DHS Form HS 1815 serves as the standardized template accepted statewide, though major health systems often require their proprietary forms in addition.

Key authorization requirements include:

• Patient name, date of birth, and Social Security number
• Specific date ranges for requested records
• Clear expiration date for the authorization
• Separate consent checkboxes for sensitive record categories
• Witness signatures for mental health records at certain facilities

Requesting Medical Records Directly from a Pennsylvania Hospital

Direct requests to Pennsylvania hospitals follow established protocols, but each major health system maintains unique submission requirements that affect turnaround times.

Finding the Right Department

Pennsylvania hospitals route medical records requests through dedicated Health Information Management (HIM) or Medical Records departments. Contact methods vary by system:

• UPMC (40+ hospitals): Uses Verisma partnership for physician office records; facility-specific requests for hospital records
• Penn State Health: Centralized phone line (833-477-4446) with multi-language form support
• Allegheny Health Network: Standardized Form HIM-1000-001 across facilities; MyChart portal integration
• Geisinger Health System: Centralized EHR enabling coordinated requests across North-central PA facilities

Completing the Request Form Accurately

Form accuracy directly impacts retrieval speed. Manual requests often contain errors that trigger provider rejections—each rejection adds 15-30 days to your timeline.

Essential form elements:

• Patient demographics: Full legal name, DOB, address, and SSN
• Treatment dates: Specific date ranges (not "all records")
• Record types: Specify office notes, imaging, billing, surgical reports
• Authorization signatures: Patient signature with date; witness signature where required
• Expiration date: Must be clearly stated; most providers reject forms with expired or missing dates

Understanding Potential Costs and Delays

Pennsylvania's 2025 fee schedule establishes maximum charges:

• Pages 1–20: $1.94 per page
• Pages 21–60: $1.44 per page
• Pages 61+: $0.50 per page
• Search/Retrieval Fee: $28.74 (flat fee)

Based on the 2025 fee schedule, a 200-page record costs approximately $195.14 in provider charges (including the $28.74 search fee). Add paralegal time for manual processing, and per-case costs escalate quickly.

How to Access Medical Records Online in Pennsylvania

Digital access channels offer faster initial retrieval for recent records, though they rarely provide the complete documentation PI cases require.

Leveraging Patient Portals for Immediate Access

Major Pennsylvania health systems offer patient portal access through platforms like MyChart and EPIC. Client coordination through these portals can provide immediate access to:

• Recent office visit notes (typically 1-3 years)
• Lab results and basic imaging reports
• Medication lists and allergy documentation
• Appointment histories

However, patient portals typically exclude historical records, detailed imaging studies, operative reports, and billing documentation critical for damages calculations.

Exploring HIEs and TEFCA Networks

Health Information Exchanges (HIEs) and TEFCA networks enable digital record sharing across provider systems. Professional retrieval platforms integrate with these networks to access records without fax-based requests.

These integrations are particularly valuable for:

• Multi-provider treatment histories spanning different health systems
• Emergency department records from facilities outside the primary care network
• Specialist consultations that clients may not remember

Verifying Hospital Online Capabilities

Before relying on digital access, verify what each facility offers. UPMC MyChart, Penn State Health portal, and Allegheny Health Network's system each have different coverage windows and document types. Formal written requests remain necessary for complete litigation-ready documentation.

Finding Old Medical Records, Including Childhood Records, in Pennsylvania

Historical records present unique challenges, particularly when practices have closed or health systems have merged.

Strategies for Locating Closed Practices

Pennsylvania requires physicians to retain records for 7 years after the last treatment date. For pediatric records, retention extends until the minor reaches age 19-20, depending on provider type.

When practices close, records transfer to:

• Commercial custodian services
• Purchasing practice (in acquisition scenarios)
• State health department (in rare cases)

Platforms with proprietary provider databases can locate these transferred records—a critical capability for birth injury and childhood accident cases requiring decades of treatment history.

Special Considerations for Childhood Records

Pediatric records require additional attention for PI cases involving minors or historical injuries:

• Extended retention periods under Pennsylvania law
• Multiple provider locations as families move
• School health records and immunization documentation
• Dental records for identification and treatment history

The Role of a Personal Injury Lawyer in Medical Record Retrieval

Attorneys bring legal authority and strategic expertise to records retrieval that clients cannot replicate independently.

How Lawyers Expedite the Process

PI attorneys accelerate retrieval through:

• Subpoena authority: For non-compliant providers, attorneys can compel record production
• Provider relationships: Established firms often have direct contacts at major health systems
• Authorization expertise: Properly drafted authorizations reduce rejection rates
• Strategic prioritization: Identifying which records are most case-critical

Ensuring Completeness for Your Case

Missing records can devastate case outcomes. Cross-referencing patient history against received documentation identifies gaps before trial preparation. This Missing Record Review process ensures:

• All treating providers are identified and contacted
• Gaps in treatment timelines are flagged for follow-up
• Pre-existing conditions are documented before opposing counsel raises them
• Billing records align with medical documentation for damages calculations

When to Use a Medical Record Retrieval Service

Professional retrieval services make sense when manual processes cannot scale to firm needs or when case complexity exceeds in-house capabilities.

Saving Time and Resources for Law Firms

The math favors automation at scale. Manual retrieval processes are time-consuming, consuming significant paralegal resources across submission, follow-up, and organization. At typical paralegal rates, labor costs add up quickly before provider fees.

Professional platforms reduce active time to minimal hours per case while delivering organized records faster. For firms handling 50+ cases annually, the productivity gains are substantial.

Ensuring Complete and Accurate Documentation

Quality retrieval services provide:

• Pre-submission error checking: AI review catches missing signatures, expired dates, and unchecked boxes
• Automated follow-up: Daily provider contact until records arrive
• Organized delivery: Records sorted chronologically with summaries
• Missing record identification: Gaps flagged for targeted follow-up

Addressing Challenges with Complex Medical Histories

Complex cases involving 10+ providers, historical records, or multiple health systems benefit most from professional retrieval. Platforms maintain current contact information for Pennsylvania facilities and understand system-specific requirements.

Streamlining Your Legal Practice with Codes Health's AI Insights

Beyond retrieval speed, AI-powered platforms deliver analytical capabilities that enhance case preparation.

Automating Chronologies for Personal Injury Cases

Medical chronologies organize thousands of pages into actionable timelines. AI systems automatically:

• Group encounters by date and provider
• Summarize each visit with key findings
• Link summaries to source documents for verification
• Highlight treatment gaps and inconsistencies

Identifying Critical Information for Litigation

AI analysis surfaces case-critical elements that manual review might miss:

• Pre-existing conditions: Documented before the incident in question
• Missed appointments: Gaps that opposing counsel could exploit
• Causation evidence: Treatment notes linking injuries to the incident
• Future expense indicators: Recommendations for ongoing care

Preventing Delays with Proactive Error Checking

Incomplete authorizations cause many provider rejections. AI-powered error checking reviews every request before submission, flagging:

• Missing or illegible patient signatures
• Absent expiration dates
• Unchecked boxes for sensitive record categories
• Misspelled provider names or incorrect addresses
• Missing witness signatures where required

Common Challenges and How to Overcome Them When Requesting Records

Even well-prepared requests encounter obstacles. Knowing common failure points helps firms respond effectively.

Understanding Reasons for Rejection

Provider rejections typically stem from:

• Authorization deficiencies: Missing signatures, expired forms, incomplete consent for special categories
• Patient identification issues: Name mismatches, incorrect DOB, missing SSN
• Request scope problems: Overly broad date ranges, unspecified record types
• Form version issues: Outdated templates that don't meet current requirements

Tips for Avoiding Delays

Proactive measures minimize rejection risk:

• Obtain authorizations during initial client intake while the client is present
• Use current form versions downloaded directly from health system websites
• Include separate authorizations for mental health, substance abuse, and HIV records
• Verify provider contact information before submission
• Set calendar reminders for follow-up at days 15, 30, and 45

What to Do If You Encounter Resistance

When providers fail to respond or reject valid requests:

• Document all communication attempts with dates and outcomes
• Escalate to facility compliance officers citing HIPAA requirements
• Issue subpoenas when informal resolution fails
• Report persistent violations to the Pennsylvania Department of Health

Why Codes Health Gives PI Firms a Competitive Advantage

Codes Health addresses the specific pain points Pennsylvania PI firms face with medical records retrieval through purpose-built technology and legal industry expertise.

The platform delivers complete records in 10-12 days—not the incomplete documentation that same-day services provide, which require ongoing client involvement and lead to frustrating client churn. This matters because thorough records form the foundation of damages calculations, causation arguments, and settlement negotiations.

Key advantages for PI practices:

• AI error prevention: Catches authorization deficiencies before submission, eliminating the rejection rates that plague manual processes
• Pennsylvania expertise: Maintains current forms and contact protocols for UPMC, Penn State Health, Allegheny Health Network, and other major systems
• Proprietary provider databases: Locates previous providers for complex cases involving multiple treatment facilities or historical records
• Custom CRM & medical software integrations: For high-volume firms, Codes Health can build custom integrations with existing case management platforms, CRMs, and the medical record software your legal team already relies on.
• AI-powered analysis: Unlike general AI platforms such as ChatGPT that cannot accurately analyze full medical records for litigation, Codes Health's purpose-built system extracts diagnoses, treatments, and case-critical insights with high precision.
• Flat fee pricing: Predictable costs without hidden charges or per-page surprises

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 personal injury, mass tort, and other litigation teams.

For firms ready to eliminate their records retrieval bottleneck, Codes Health offers the speed, accuracy, and Pennsylvania-specific expertise that manual processes cannot match.

Frequently Asked Questions

How long do hospitals in Pennsylvania keep medical records?

Pennsylvania requires physicians to retain adult medical records for 7 years after the last treatment date. For minors, records must be retained until the patient reaches age 19-20, depending on provider type. Hospitals may maintain records longer than these minimums.

Can a family member request medical records on my behalf in Pennsylvania?

Yes, with proper authorization. The patient must sign a HIPAA-compliant authorization form designating the family member as a personal representative. For deceased patients, executors or administrators of the estate may request records with proper documentation.

Are there any costs associated with obtaining medical records in Pennsylvania?

Yes. Pennsylvania law permits providers to charge up to $1.94 per page for pages 1-20, $1.44 per page for pages 21-60, and $0.50 per page thereafter. A $28.74 search and retrieval fee may also apply. These maximums are adjusted annually by CPI.

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

First, verify your authorization form is complete and current. If the refusal persists despite valid documentation, escalate to the facility's compliance officer citing 45 CFR 164.524. Attorneys may issue subpoenas for non-compliant providers, and persistent violations can be reported to the Pennsylvania Department of Health.

How does a personal injury lawyer typically get medical records for a client?

PI attorneys obtain client-signed HIPAA authorization forms, then submit requests directly to healthcare providers or through professional retrieval services. Attorneys can expedite requests through established provider relationships and, when necessary, compel production through subpoenas. Many firms now use AI-powered platforms that automate submission, follow-up, and organization to reduce turnaround from months to days.