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

North Carolina personal injury lawyers face a common bottleneck: medical records that should arrive within 30 days often take 60-90 days through traditional manual processes. This comprehensive checklist provides the specific authorization forms, healthcare system contacts, fee schedules, and strategic procedures you need to retrieve complete medical records efficiently—plus how platforms like Codes Health reduce turnaround to approximately 10-12 days through AI-powered automation.

Key Takeaways

• HIPAA allows providers up to 30 days to respond to medical records requests, with one 30-day extension permitted
• NC General Statute § 90-411 limits fees for PI cases: $0.75/page for first 25 pages, $0.50/page for pages 26-100, and $0.25/page thereafter
• Major NC healthcare systems (UNC Health, Duke Health, Novant Health, Atrium Health) each maintain centralized contact procedures that expedite processing
• Incomplete authorizations are the #1 cause of denied requests—even small errors trigger avoidable denials and delay your ability to build a complete medical record file for litigation
• Codes Health's AI-powered platform delivers organized records in 10-12 days with automated error prevention and daily provider follow-ups

Understanding North Carolina Medical Record Laws: Your Foundation for Requesting Protected Health Information

North Carolina medical records requests operate under dual regulatory frameworks: federal HIPAA regulations and state-specific statutes that govern fees and access procedures.

HIPAA Compliance Requirements: Under 45 CFR 164.524, healthcare providers must respond to records requests within 30 days of receipt. Providers may extend this deadline by an additional 30 days if they notify the requester in writing. For PI lawyers, this means realistic turnaround expectations of 7-14 business days for responsive providers, though many facilities take the full 30 days.

North Carolina State Statutes: NC General Statute § 90-411 specifically governs medical records fees for personal injury liability claims. This statute provides critical fee protections that prevent providers from charging excessive amounts for PI case documentation.

Provider Obligations: All HIPAA-covered entities must maintain Protected Health Information (PHI) and release it upon receipt of a valid authorization. North Carolina providers cannot create unreasonable barriers to access, though they may require facility-specific forms or prepayment before processing.

Essential Forms: Medical Records Request Form and HIPAA Authorizations

Every medical records request requires a properly executed HIPAA authorization form containing specific mandatory elements under 45 CFR 164.508.

Mandatory Elements of an NC HIPAA Authorization

Your authorization form must include:

• Patient identification: Full legal name, date of birth, address, phone number
• Provider identification: Name and address of the facility releasing records
• Recipient identification: Your law firm's name, address, and contact information
• Specific information requested: Exact record types and date ranges (e.g., "all medical records, billing records, and imaging reports for treatment from [date] to [date]")
• Purpose of disclosure: "Legal representation in personal injury claim"
• Expiration date or event: Specific date or "upon resolution of legal claim"
• Patient signature and date: Original or compliant electronic signature
• Revocation statement: Notice that patient may revoke authorization

Locating Standardized Request Forms

Many NC healthcare systems maintain their own preferred authorization templates:

• UNC Health: System-wide authorization form available on patient portal
• Duke Health: ROI form available through MyDukeHealth portal
• Novant Health: Enterprise authorization form on website
• WakeMed: Facility-specific form available at HIM department

Pro Tip: While providers cannot reject compliant HIPAA forms, using facility-specific templates typically expedites processing by avoiding format-related delays.

Codes Health operates a HIPAA-compliant e-signature system for intake documents, including release of information requests and authorization forms—streamlining the submission process while ensuring compliance.

Identifying Contact Details for North Carolina Healthcare Providers

North Carolina's largest healthcare systems process thousands of records requests monthly. Each maintains distinct procedures that can accelerate or delay your retrieval timeline.

Triangle Region (Raleigh-Durham-Chapel Hill)

UNC Health System - Chapel Hill Facilities

Contact Information:

• Phone: 984-974-3226
• Fax: 984-974-0471
• Email: relmedinfo@unchealth.unc.edu
• Mailing Address: UNC Hospitals Health Information Management, Attn: Release of Information, 600 Eastowne Drive, 3rd Floor, Chapel Hill, NC 27514
• Hours: Monday-Friday, 8:30 AM - 5:00 PM

Facilities Covered: UNC Medical Center, N.C. Memorial Hospital, N.C. Cancer Hospital, N.C. Women's Hospital, N.C. Children's Hospital, UNC Hospitals Hillsborough Campus

UNC Health Rex Hospital - Raleigh

Contact Information:

• Phone: 919-784-3158
• Fax: 919-784-3343
• Email: rexreleaseofinfo@unchealth.unc.edu
• Mailing Address: UNC Health Rex, Health Information Management, 4420 Lake Boone Trail, Raleigh, NC 27607

Note: Separate contact from Chapel Hill UNC facilities—use this specifically for Rex Hospital records.

Duke Health - System-Wide

Contact Information:

• Phone: 919-684-1700
• Fax: 919-620-5165
• Email: ROI-Requestor3@dm.duke.edu
• Mailing Address: Release of Information, Duke University Health System, P.O. Box 3016, Durham, NC 27710
• Hours: Monday-Friday, 8:00 AM - 4:30 PM

Facilities Covered: Duke University Hospital (Durham), Duke Raleigh Hospital, all Duke Health outpatient clinics

WakeMed Health & Hospitals - Raleigh

Contact Information:

• Phone: 919-350-8370
• Fax (General): 919-350-1720
• Fax (Authorizations): 919-350-7985
• Mailing Address: WakeMed Health & Hospitals, Attn: HIM Department, 3000 New Bern Avenue, Raleigh, NC 27610
• Walk-In: Booth 8 in Patient Registration Area, Monday-Friday, 9:00 AM - 5:00 PM

Charlotte Metro Area

Novant Health - Enterprise Release of Information

Contact Information:

• Phone: 1-844-763-9163
• Fax: 704-316-9556
• Email: roienterprise@novanthealth.org
• Mailing Address: Novant Health Release of Information, P.O. Box 7688, Charlotte, NC 28241
• Hours: Monday-Friday, 8:30 AM - 5:00 PM

Facilities Covered: ALL Novant Health NC facilities including Presbyterian Medical Center, Huntersville, Matthews, Mint Hill, and New Hanover Regional Medical Center (Wilmington)

Atrium Health Carolinas Medical Center - Charlotte

Contact Information:

• Phone (Hospital): 704-355-2000 (ask for Health Information Management)
• Phone (System-Wide): 800-821-1535
• Mailing Address: Atrium Health Carolinas Medical Center, 1000 Blythe Boulevard, Charlotte, NC 28203

Note: Fax number not publicly listed—call HIM department to obtain current fax.

Eastern North Carolina

ECU Health Medical Center - Greenville

Contact Information:

• Phone (Main): 252-847-4100
• Phone (Contact Center): 800-722-3281
• Mailing Address: ECU Health Medical Center, Attn: Health Information Management Services, P.O. Box 6028, Greenville, NC 27834
• Walk-In: #8 Doctor's Park, Greenville, NC

Specialized: NC Department of Adult Correction - Prison Medical Records

Contact Information:

• Email: dac_medrec@dac.nc.gov
• Mailing Address: Division of Prisons - Health Services, Medical Records Department, 2405 Alwin Court, 4268 MSC, Raleigh, NC 27699-4268

Critical Restriction: Records available ONLY to former offenders per N.C.G.S. § 148-74. Former inmates are not charged for copies of their prison medical records.

Managing multiple providers becomes complex as case complexity increases. A typical auto accident might involve 5-10 providers; catastrophic injuries could require 30+ sources. Codes Health's centralized platform lets you submit all requests through one interface, track statuses in real-time, and receive organized chronological records without manually managing dozens of provider relationships.

Expediting Your Request: Tips for Faster Medical Record Turnaround

The submission method you choose directly impacts retrieval timeline, with electronic options consistently outperforming traditional mail.

Submission Methods (Ranked by Speed)

1. Provider's secure online portal (fastest): MyChart, MyDukeHealth, MyAtriumHealth portals offer direct submission with status tracking
2. Email submission: PDF authorization with photo ID; use subject line "URGENT: Medical Records Request - [Patient Name]"
3. Fax submission: Instant confirmation; always follow up within 2-3 business days
4. Certified mail (slowest): Adds 3-5 days each direction; use only when proof of delivery required

Avoiding Common Pitfalls

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 internal clock for getting usable records into the file. Codes Health's AI review catches these errors before submission—the platform automatically flags misspellings, missing dates of service, and signature issues that would otherwise cause provider rejections before your team spends another week waiting on a denial. Daily automated follow-ups with providers then keep every request moving without manual staff intervention.

Leveraging Digital Pathways

Major NC health systems offer patient portals that could integrate with legal tech platforms. Key portals include:

• MyChart: UNC Health, Duke Health, Novant Health, WakeMed
• MyAtriumHealth: Atrium Health facilities
• ECU Health Portal: Eastern NC facilities

TEFCA network integration and HIE connections provide additional digital pathways that platforms like Codes Health leverage for comprehensive record gathering.

Beyond Simple Retrieval: What to Do When Records are Missing or Incomplete

Even perfect requests encounter gaps. Systematic quality control prevents trial surprises.

Identifying Critical Gaps in Patient History

Common completeness issues requiring immediate follow-up:

• Treatment gaps (missing visit notes between documented appointments)
• Incomplete operative reports (missing pre-op, operative note, or post-op summary)
• Lab results referenced but not included
• Imaging ordered but results/reports absent
• Referrals documented but specialist records missing
• Billing charges for services not documented in treatment records

Solutions for Incomplete Records

1. Submit specific supplemental requests itemizing exact missing documents
2. Reference treatment notes showing additional records should exist
3. Request custodian certification of completeness
4. Cross-reference billing records to identify all treating providers
5. Check for facility mergers where records may have transferred

Codes Health's Missing Record Review service cross-references patient medical history to identify gaps in record collection before trial. Their AI-powered chronology visualization identifies missing records within the timeline, allowing you to request specific gaps rather than conducting redundant broad requests.

Special Considerations for Personal Injury Cases

Medical records requests for PI cases require strategic thinking beyond basic retrieval.

Identifying Case-Critical Medical Evidence

Causation documentation:

• Pre-incident baseline records establishing health status before injury
• First treatment after incident (ER, urgent care) creating temporal connection
• Treatment progression notes through maximum medical improvement
• Specialist consultations documenting severity

Damages assessment:

• All billing statements with itemized CPT codes
• Prescription records demonstrating ongoing pain
• Physical therapy notes showing functional limitations
• Future treatment recommendations for life care planning

Structuring Requests for Maximum Impact

Codes Health's Insights Extraction Engine specifically flags breaches in care, identifies future medical expenses supported by documentation, and surfaces hidden case facts—missed appointments, pre-existing conditions, and buried diagnoses that could determine case outcomes.

North Carolina Fee Schedules: What Providers Can Legally Charge

NC General Statute § 90-411 establishes maximum fees for personal injury cases:

• First 25 pages: $0.75 per page
• Pages 26-100: $0.50 per page
• Pages 101+: $0.25 per page
• Minimum fee: $10.00

Facility-Specific Fee Examples

Novant Health published fee schedule:

• Digital delivery 1-25 pages: $0.75/page
• Digital delivery 26-100 pages: $0.50/page
• Digital delivery 101+ pages: $0.25/page
• Search & handling: $20.00 flat fee
• Imaging study: $32.50/study
• Record certification: $30.00/each

Cost management strategy: Always request electronic format when available—it saves significantly on hospital records. Include prepayment with requests to avoid processing delays.

Leveraging Technology for Efficient Medical Record Management

The medical records retrieval industry is experiencing rapid technological change, with AI-powered platforms reducing what once took 60-90 days to 10-12 days.

The Manual Process Reality

Traditional medical records management consumes substantial resources:

• 10-15 hours weekly tracking requests and making follow-up calls
• 30-90 day average turnaround through manual processes despite 30-day legal requirement
• High error rates from incomplete authorizations and lost follow-ups
• Disorganized delivery requiring hours of manual sorting

The Codes Health Advantage

While some competitors advertise same-day retrieval, these services often deliver incomplete records and require ongoing client involvement, leading to frustration and churn. Codes Health takes a different approach—prioritizing complete, comprehensive records in 10-12 days over rushed, partial delivery.

The platform combines automated AI processing with human verification—delivering AI insights verified by humans. Generic AI tools like ChatGPT or off-the-shelf document summarizers are not designed to reliably interpret complex medical records, ICD/CPT codes, or nuanced clinical narratives. Codes Health's legal-grade AI is purpose-built for medical record analysis, delivering high-precision chronologies and insights that PI lawyers can trust in negotiations and litigation.

Codes Health acts as a nurse, paralegal, and assistant all-in-one:

• AI-powered request review catching errors before submission
• Automated daily follow-ups maintaining provider contact without staff time
• Real-time status tracking with complete visibility for every request
• Automatic chronological organization across all providers
• ~10-12 day turnaround versus 30-90 day manual processes
• Flat fee providing cost predictability

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 and litigation teams.

For high-volume practices, Codes Health can build custom integrations with CRM platforms, legal case management systems, and other medical record software your firm relies on.

Frequently Asked Questions

How long does it typically take to get medical records in North Carolina?

HIPAA allows providers up to 30 days to respond, with one 30-day extension permitted if they notify you in writing. Typical performance ranges from 7-14 business days for responsive providers to the full 30 days for county health departments and NCDAC. Codes Health delivers organized records in approximately 10-12 days through automated processing.

What should I do if a North Carolina medical provider refuses to release records?

Implement strategic escalation: Days 1-7 (polite inquiry call documenting contact person), Days 8-14 (email to supervisor citing HIPAA 30-day requirement), Days 15-21 (escalate to compliance officer or patient advocate), Days 22-30 (formal demand letter via certified mail), Beyond 30 days (file complaint with HHS Office for Civil Rights or prepare subpoena for litigation).

Are there different forms for psychiatric or highly sensitive medical records in NC?

Yes. Substance abuse treatment records require separate authorization under 42 CFR Part 2. Mental health records, HIV/AIDS status, and genetic testing results require specific initials or checkboxes on authorization forms indicating patient consent for release of these sensitive categories. Always verify your authorization addresses each sensitive record type explicitly.

How far back can I request medical records in North Carolina for a personal injury case?

Under North Carolina Administrative Code (10A NCAC 13B .3702), hospitals must retain medical records for 11 years following the patient's discharge. For minors, records must be kept until the patient is 30 years old. For PI cases, request pre-incident baseline records (typically 2-3 years before injury) to establish prior health status and rule out pre-existing conditions. If providers claim records are "too old," check for facility mergers where records may have transferred to successor entities.

What is TEFCA and how does it affect medical record requests in North Carolina?

TEFCA (Trusted Exchange Framework and Common Agreement) is a nationwide health information exchange infrastructure enabling standardized electronic records sharing. As TEFCA networks mature, platforms like Codes Health can leverage these connections for faster digital retrieval, bypassing traditional fax-based processes that add days to turnaround times.