Step-by-Step Process

1. Obtain HIPAA Authorization - Secure a signed authorization form from your client that complies with both federal HIPAA requirements and Kentucky Revised Statute 422.317.

2. Identify All Treatment Providers - Document every hospital, physician, imaging center, and specialist who treated your client for relevant conditions.

3. Submit Written Requests - Send authorization forms to each provider's Health Information Management (HIM) department via their preferred method (fax, mail, or online portal).

4. Follow Up Regularly - Contact providers every 7-10 days to check request status and address any issues causing delays.

5. Review for Completeness - Verify that all requested records, dates of service, and treatment types were included in the response.

6. Organize Chronologically - Arrange records by date and provider to create a coherent narrative of your client's treatment history.

What Your Authorization Must Include

• Patient name and date of birth for proper identification

• Description of records requested (specific dates, treatment types, or comprehensive)

• Authorized recipient (your firm's name and contact information)

• Purpose of disclosure (legal representation, litigation, etc.)

• Expiration date (Kentucky law requires a defined timeframe)

• Patient signature (handwritten; many Kentucky facilities reject electronic signatures)

How Codes Health Automates This

Our AI-powered platform handles the entire retrieval process while you focus on case strategy.

• Submits AI-optimized requests tailored to each Kentucky facility's specific requirements

• Daily automated follow-ups ensure requests never stall in provider queues

• Missing record detection identifies gaps in documentation before they impact your case

• Organized delivery with AI-generated case chronologies ready for demand preparation

How Long Does It Take to Get Medical Records in Kentucky?

Standard Timelines

• HIPAA Requirement: 30 days (plus 30-day extension allowed with written justification)

• Typical Reality: 45-90 days from major hospital systems

Common Causes of Delays

• High-volume facilities with significant request backlogs at HIM departments

• Incomplete or rejected authorizations that restart the 30-day clock

• Requests spanning multiple departments (imaging, lab, specialty clinics) requiring separate processing

• Staffing shortages at Health Information Management departments across Kentucky

• Off-site storage for older records (some facilities note records before 2010 take longer)

How Codes Health Reduces Wait Times

Codes Health delivers complete Kentucky medical records in 10-12 days, not the typical 45-90 days.

• AI error-checking catches authorization issues before submission—incomplete authorizations are the #1 cause of denied requests

• Daily automated follow-ups keep your requests moving through provider queues

• Real-time status tracking shows exactly where each request stands

• Proactive missing record detection ensures no documentation is overlooked

How Much Does Medical Record Retrieval Cost in Kentucky?

Typical Fee Structure

• Per-page copying: $1.00 per page under Kentucky law (KRS 422.317) for second copies

• First copy: Free to patients under Kentucky statute

• Clerical/search fees: Varies

• Certification fees: $10-$25 for court-ready certified records

• Rush processing: $25-$50+ for expedited requests (where available)

• Diagnostic imaging: Separate fees for CDs, films, or digital transfers (typically $25+ per CD)

Factors Affecting Total Cost

• Number of treatment providers involved in your client's care

• Volume of records per provider (complex cases generate extensive documentation)

• Paper vs. electronic format (electronic often less expensive)

• Urgency of request (rush fees add significantly to costs)

• Third-party processing fees (CIOX and other vendors charge additional handling fees)

Codes Health Pricing

Codes Health offers transparent, flat-fee pricing with no surprises.

• No hidden fees for follow-ups regardless of how many contacts are required

• No extra charges for re-requests when providers need additional information

• All-inclusive retrieval and organization including AI-generated case chronologies

How to Retrieve Medical Records from University of Kentucky Albert B. Chandler Hospital

Request Requirements

• Complete the Authorization for Release of Information form (CO-0005) available on the UK HealthCare website

• Submit via fax to 859-218-7658 or mail to Health Information Management, 2333 Alumni Drive, Suite 110, Lexington, KY 40517

• Include patient name, DOB, medical record number (if known), specific records needed, and date ranges

• Handwritten signature required—incomplete forms will be returned and delay processing

What to Expect

• Processing time: Up to 30 days standard; off-site records may require additional time

• Fees: First copy free under Kentucky law; additional copies $1.00 per page

• Delivery options: Mail, fax, or in-person pickup (bring photo ID to 2333 Alumni Drive location)

Codes Health Advantage

Codes Health maintains established relationships with UK HealthCare's HIM department and knows exactly how to format requests for fastest processing.

• AI-verified authorizations prevent the rejections that commonly restart the 30-day timeline

• Daily follow-ups ensure your request never stalls in the queue

• Complete record verification confirms all departments (imaging, labs, specialty clinics) are included

How to Retrieve Medical Records from UofL Health – Jewish Hospital

Request Requirements

• Complete the UofL Health Medical Records Request Form selecting Jewish Hospital as the facility

• Submit via email to ULHHIMROI@uoflhealth.org, fax to 502-627-1806, or mail to Release of Information, 225 Abraham Flexner Way, Suite 650, Louisville, KY 40202

• Include patient name, date of birth, specific records needed, dates of service, and handwritten signature

• Call 502-217-1900 (option #2 for requests, #3 for status checks) with questions

What to Expect

• Processing time: Standard 30-day timeline under HIPAA; complex requests may take longer

• Fees: Kentucky law applies; contact HIM for specific fee schedule

• Electronic access: Use PocketHealth.com/UofLHealth with your MRN for free portal access to some records

Codes Health Advantage

Codes Health navigates UofL Health's multi-facility system to ensure complete record retrieval from Jewish Hospital.

• Proper routing to the correct HIM department prevents misdirected requests

• Automated status tracking with daily follow-ups via phone and email

• Comprehensive record review confirms all relevant documentation is captured

How to Retrieve Medical Records from Norton Hospital

Request Requirements

• Use Norton Healthcare's online authorization portal at medicalrecordrequest.nortonhealthcare.org for fastest processing

• Attorneys and third parties must upload patient-signed authorization plus supporting documents (POA, executor papers if applicable)

• Alternative submission: Fax completed PDF authorization form or mail to Health Information Management, N16 P.O. Box 35070, Louisville, KY 40232-5070

• Contact HIM at 502-629-8766 or email HIM@nortonhealthcare.com for questions

What to Expect

• Processing time: 14 business days standard; records released to Norton MyChart if patient has account

• Fees: First copy free under Kentucky law; additional copies $1.00 per page; X-rays/videos incur separate fees

• Authorization validity: Forms expire in 60 days unless revoked earlier

Codes Health Advantage

Codes Health's AI platform is optimized for Norton Healthcare's third-party portal requirements.

• Properly formatted authorization uploads that meet Norton's specific documentation requirements

• Real-time monitoring of request status through the portal

• Automatic follow-up escalation when requests approach the 14-day threshold

How to Retrieve Medical Records from Baptist Health Lexington

Request Requirements

• Submit via the Datavant Patient Portal for complete medical records (requires photo ID upload)

• Alternative options: Download the medical records request form and submit via fax to 502-253-4829 or mail to Baptist Health Release of Information, P.O. Box 436147, Louisville, KY 40253

• Electronic signatures not accepted—handwritten signatures required on all forms

• Contact HIM at 859-260-6100 (Baptist Health Lexington) or toll-free 833-998-1257 for assistance

What to Expect

• Processing time: Varies by request complexity; allow 2-4 weeks for complete records

• Fees: Standard Kentucky rates apply; first copy free, additional copies $1.00 per page

• Delivery: Electronic via portal or US Postal Service

Codes Health Advantage

Codes Health handles Baptist Health Lexington's specific form requirements and routing to ensure complete retrieval.

• AI-verified authorizations catch the signature and formatting issues that cause rejections

• Proper submission routing to the correct processing center

• Persistent follow-up until complete records are delivered and verified

How to Retrieve Medical Records from St. Elizabeth Healthcare – Edgewood Hospital

Request Requirements

• Complete the Authorization for Use or Disclosure of Protected Health Information form from the St. Elizabeth website

• Submit via email to records@stelizabeth.com, fax to 859-301-8045 (attorneys/insurers), or mail to St. Elizabeth Healthcare, Attn: Medical Records, 1 Medical Village Dr., Edgewood, KY 41017

• For pickup: Call ahead to 877-424-5750 (HIM Department hours: 8:00 a.m.–4:00 p.m., Monday–Friday)

• Radiology images require separate request—call 859-301-2160

What to Expect

• Processing time: Less than 2 weeks typical; allow 10 business days before inquiring on status

• Fees: Kentucky residents receive first copy free (KRS 422.317); subsequent paper copies $1.00 per page or $25 per CD

• Note: Records before 2010 may take longer due to off-site paper storage

Codes Health Advantage

Codes Health's experience with St. Elizabeth's system ensures efficient retrieval from all departments.

• Proper routing for hospital records vs. physician office records (which have separate processes)

• Radiology coordination to ensure imaging is requested alongside medical records

• Daily status monitoring with escalation protocols when delays occur