Indiana attorneys face significant challenges retrieving medical records from the state's major hospital systems. With facilities like IU Health, Franciscan Health, and Ascension St. Vincent processing thousands of requests monthly, delays of 45-90 days are common—threatening case timelines and client relationships.
Codes Health eliminates these delays with AI-powered medical record retrieval that delivers complete records in 10-12 days. Our system provides daily automated follow-ups, real-time status tracking, and AI-generated case chronologies—so your team can focus on building winning cases instead of chasing providers.
The Impact on Case Timelines
Delays in obtaining medical records can derail even the strongest personal injury cases in Indiana.
- Extended discovery periods stretch case resolution from months to years
- Indiana's 2-year statute of limitations for personal injury creates urgency for complete documentation
- Client frustration increases when cases stall due to administrative backlogs
Building Stronger Demand Packages
Complete medical documentation is the foundation of successful settlement negotiations.
- Comprehensive records establish the full extent of injuries and treatment history
- Maximized settlement values result from documented ongoing care and prognosis
- Evidence gaps weaken your position and invite insurance company challenges
Competitive Advantage for California Attorneys
Firms that retrieve records faster can evaluate and resolve cases more efficiently.
- Faster case evaluation lets you accept or decline cases with confidence
- Higher case volume capacity when administrative bottlenecks are eliminated
- Improved client satisfaction through transparent progress updates and faster resolutions
Step-by-Step Process
- Obtain HIPAA Authorization - Secure a signed authorization form from your client that complies with both HIPAA and Indiana Code § 16-39 requirements.
- Identify All Treatment Providers - Compile a complete list of hospitals, clinics, specialists, and imaging centers where your client received care.
- Submit Written Requests - Send authorization forms via fax, mail, or electronic portal to each provider's Health Information Management (HIM) department.
- Follow Up Regularly - Contact providers at Day 3 (confirm receipt), Day 7 (request ETA), Day 14 (escalate), and Day 21+ (demand compliance).
- Review for Completeness - Verify all requested date ranges, departments, and record types are included in the response.
- Organize Chronologically - Arrange records by date of service to create a coherent medical narrative for your demand package.
What Your Authorization Must Include
- Patient name and date of birth
- Description of records requested (specific dates, facilities, record types)
- Authorized recipient (your firm's name and contact information)
- Purpose of disclosure (legal representation, personal injury claim)
- Expiration date (valid within 180 days under Indiana law)
- Patient signature (dated and witnessed if required)
How Codes Health Automates This
Our AI-powered platform handles every step of the retrieval process automatically.
- Submits AI-optimized requests that meet each provider's specific requirements
- Daily automated follow-ups ensure no request falls through the cracks
- Missing record detection identifies gaps before they impact your case
- Organized delivery with case chronologies ready for immediate review
How Long Does It Take to Get Medical Records in Indiana?
Standard Timelines
- HIPAA Requirement: 30 days (plus one 30-day extension if provider notifies in writing)
- Indiana Law: Indiana law separately requires a provider to furnish a patient’s health record within 30 days of a written request (IC 16-39-1-1(e)); HIPAA also generally requires action within 30 days with a possible 30-day extension if the patient is notified
- Typical Reality: 45-90 days from major hospital systems
Common Causes of Delays
- High-volume facilities with thousands of pending requests create backlogs
- Incomplete or rejected authorizations restart the 30-day clock entirely
- Requests spanning multiple departments (ER, radiology, surgery) require separate processing
- Staffing shortages at HIM departments extend turnaround times unpredictably
How Codes Health Reduces Wait Times
Codes Health delivers complete records in 10-12 days—not the months you'd wait going directly to providers.
- AI error-checking prevents rejections by catching authorization issues before submission
- Daily automated follow-ups keep your requests prioritized
- Real-time status tracking shows exactly where each request stands
- Proactive missing record detection ensures nothing is overlooked
How Much Does Medical Record Retrieval Cost in Indiana?
Typical Fee Structure
- Per-page copying: $1.00 (pages 1-10), $0.50 (pages 11-50), $0.25 (pages 51+) under Indiana law
- Clerical/search fees: Up to $20 per request for labor costs
- Certification fee: Up to $20 under Indiana’s DOI rule
- Expedited request surcharge (if produced within two working days): up to $10 under Indiana’s DOI rule
- Diagnostic imaging: Separate fees for CD copies of X-rays, MRIs, and CT scans
Factors Affecting Total Cost
- Number of treatment providers multiplies per-request fees
- Volume of records per provider increases page charges significantly
- Paper vs. electronic format affects copying and delivery costs
- Urgency of request may trigger rush processing surcharges
Codes Health Pricing
Codes Health offers transparent, flat-fee pricing with no surprise charges.
- No hidden fees for follow-ups or status inquiries
- No extra charges for re-requests due to provider errors
- All-inclusive retrieval and organization with AI-powered case chronologies
How to Retrieve Medical Records from Community Hospital - Munster
Request Requirements
- Authorization form: Download the Powers Health Authorization for Release of Patient Information from powershealth.org
- Submission methods: Submit via MyChart portal, fax, mail, or in-person at 901 MacArthur Blvd, Munster, IN 46321
- Contact information: Call HIM department at (219) 836-1600 or (219) 836-4535 for specific questions
What to Expect
- Processing time: 10-14 business days for standard requests
- Fees: Indiana statutory rates apply—$1.00/page (1-10), $0.50/page (11-50), $0.25/page (51+), plus up to $20 labor
Codes Health Advantage
Codes Health maintains direct relationships with Powers Health facilities, ensuring optimized request formatting and priority processing for legal requests.
How to Retrieve Medical Records from IU Health University Hospital - Indianapolis, IN
Request Requirements
- Authorization form: Complete the IU Health Authorization to Release and Disclose Patient Information form
- Submission methods: Fax to (317) 968-1177, mail to HIM department, or use My IU Health patient portal for limited records
- Contact information: Call HIM at (317) 962-8670 (Monday-Friday, 8am-4:30pm ET)
What to Expect
- Processing time: 5-14 business days typical; up to 30 days allowed under HIPAA
- Fees: Indiana statutory rates—$1.00/page (1-10), $0.50/page (11-50), $0.25/page (51+), plus labor fees
Codes Health Advantage
Our system automatically formats requests to IU Health's specific requirements and follows up daily, reducing the typical 2-4 week wait time significantly.
How to Retrieve Medical Records from Franciscan Health Indianapolis
Request Requirements
- Authorization form: Download the Authorization for Release of Health Information form from franciscanhealth.org
- Submission methods: MyChart portal (fastest), walk-in at HIM office (Monday-Friday 8am-4:30pm), fax, or mail
- Special notes: Authorization expires in 60 days; third-party requests may require additional attestation forms
What to Expect
- Processing time: 2-10 business days depending on submission method
- Fees: $6.50 flat fee for patient personal use; state rates apply for legal/third-party requests
Codes Health Advantage
Codes Health navigates Franciscan's multi-facility system seamlessly, ensuring requests reach the correct Indianapolis location and HIM department without delays.
How to Retrieve Medical Records from Deaconess Midtown Hospital
Request Requirements
- Authorization form: Download the Deaconess Authorization to Release Medical Information (electronically fillable) from deaconess.com
- Submission methods: Email to Deaconess.MedicalRecords@deaconess.com, fax to (812) 450-3995, mail or deliver to 600 Mary St., Evansville, IN 47747
- Contact information: Call (812) 450-3618 for questions
What to Expect
- Processing time: 5-10 business days for standard requests
- Fees: Nominal charge based on page count; waived when sent to another treating physician
Codes Health Advantage
Our automated system submits to Deaconess's preferred email channel with proper formatting, tracks delivery confirmation, and escalates automatically if responses are delayed.
How to Retrieve Medical Records from Ascension St. Vincent Hospital - Indianapolis
Request Requirements
- Authorization form: Complete the Ascension St. Vincent Authorization to Disclose Health Information form (PDF available online)
- Submission methods: Patient portal for immediate access to limited records, or submit form via fax, mail, or in-person pickup
- Special requirements: Include driver's license copy; specify delivery method (mail, email, or pickup)
What to Expect
- Processing time: Typically within 10 days after complete submission and payment
- Fees: $18.53 (first 10 pages), $0.85/page (11-40), $0.57/page (40+); pickup available Monday-Friday 8am-4pm
Codes Health Advantage
Codes Health's AI identifies the correct Ascension St. Vincent facility within their extensive Indianapolis network and ensures all authorization requirements are met before submission.
Frequently Asked Questions
How do I get medical records for a personal injury case in Indiana?
To obtain medical records for an Indiana personal injury case, follow these essential steps:
- Obtain signed HIPAA authorization from your client (valid within 180 days)
- Identify all treatment providers including hospitals, specialists, and imaging centers
- Submit written requests to each provider's HIM department via fax, mail, or portal
- Follow up regularly at Days 3, 7, 14, and 21 to ensure timely processing
How long do hospitals in Indiana have to release medical records?
Under HIPAA and Indiana Code § 16-39-9-2, healthcare providers must respond to medical record requests within 30 days, with one possible 30-day extension if they notify you in writing. However, the typical reality is 45-90 days from major Indiana hospital systems due to high request volumes and staffing limitations.
Can a lawyer request medical records on behalf of a client in Indiana?
Yes, attorneys can request medical records on behalf of clients in Indiana with proper authorization. Your authorization must include:
- Patient's full name, DOB, and last 4 digits of SSN
- Specific facilities and date ranges for records requested
- Your firm's name and contact information as authorized recipient
- Patient's signature and date (valid within 180 days)
- Expiration date for the authorization
What is the cost of medical record retrieval in Indiana?
Indiana follows a tiered fee structure for medical record copying established by state law:
- Per-page copying: $1.00 (pages 1-10), $0.50 (pages 11-50), $0.25 (pages 51+) under Indiana law
- Clerical/search fees: Up to $20 per request for labor costs
- Certification fee: Up to $20 under Indiana’s DOI rule
- Expedited request surcharge (if produced within two working days): up to $10 under Indiana’s DOI rule
- Diagnostic imaging: Separate fees for CD copies of X-rays, MRIs, and CT scans
What if a hospital in Indiana refuses to release medical records?
If an Indiana hospital refuses to release records, take these steps:
- Verify your authorization is complete with all required elements (signature, dates, specific records)
- Contact the HIM supervisor directly to identify and resolve the specific issue
- File a complaint with HHS Office for Civil Rights (OCR) if the provider violates HIPAA timelines
- Issue a subpoena in active litigation (requires 14-day patient notice under Indiana law)
How does Codes Health speed up medical record retrieval in Indiana?
Codes Health accelerates Indiana medical record retrieval through:
- AI-powered authorization review catches errors before submission to prevent rejections
- Daily automated follow-ups with every provider keep requests moving
- Real-time status tracking shows exactly where each request stands
- Missing record detection identifies gaps in documentation automatically
- 10-12 day average delivery compared to 45-90 days going direct to providers
What types of medical records can I retrieve for an Indiana personal injury case?
For Indiana personal injury cases, you can request these record types:
- Emergency room records and triage notes
- Hospital admission and discharge summaries
- Operative reports and surgical notes
- Physician progress notes and consultations
- Laboratory results and pathology reports
- Diagnostic imaging (X-rays, MRIs, CT scans)
- Physical therapy and rehabilitation records
- Prescription history and medication records
- Billing records and itemized statements
- Ambulance/EMS run reports
Do I need a HIPAA authorization to get medical records in Indiana?
Yes, a valid HIPAA authorization is required to obtain medical records in Indiana for legal purposes. Your authorization must contain these essential elements:
- Patient identification (full name, date of birth, address)
- Specific description of records being requested
- Name and address of the authorized recipient
- Purpose of the disclosure (e.g., legal representation)
- Patient signature and date with expiration date (valid 180 days in Indiana)
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