Michigan attorneys face significant challenges retrieving medical records from the state's complex healthcare landscape. With major systems like University of Michigan Health, Henry Ford Health, and Trinity Health Michigan each operating different request processes, tracking authorizations across multiple facilities becomes a full-time job that delays case timelines and frustrates clients.
Codes Health transforms Michigan medical record retrieval with AI-powered automation that delivers complete records in 10-12 days. Our platform handles daily follow-ups with every provider, catches authorization errors before submission, and provides real-time status tracking—so your team can focus on building winning cases instead of chasing paperwork.
The Impact on Case Timelines
Medical record delays can derail even the strongest Michigan personal injury cases.
- Extended case duration — Waiting 45-90 days for records from major hospital systems pushes settlement negotiations back by months
- Statute of limitations pressure — Michigan's 3-year personal injury statute leaves little margin for retrieval delays on complex multi-provider cases
- Client frustration and churn — Clients who don't see progress often seek other representation or abandon claims entirely
Building Stronger Demand Packages
Complete medical documentation is the foundation of maximum settlement value.
- Full treatment history — Missing records create gaps that defense attorneys and adjusters exploit to minimize payouts
- Causation evidence — Comprehensive records establish clear connections between accidents and injuries
- Future damages support — Ongoing treatment documentation justifies projections for future medical expenses and lost earning capacity
Competitive Advantage for California Attorneys
Firms with efficient retrieval systems consistently outperform competitors.
- Faster case evaluation — Quick record access enables rapid case screening and informed intake decisions
- Higher case volume — Streamlined retrieval workflows let your team handle more cases without additional staff
- Superior client satisfaction — Proactive updates and visible progress build trust and generate referrals
Impact
Step-by-Step Process
- Obtain HIPAA Authorization — Have your client sign a compliant authorization form that includes all required elements under Michigan's Medical Records Access Act
- Identify All Treatment Providers — Compile a comprehensive list of hospitals, specialists, imaging centers, and therapy providers involved in your client's care
- Submit Written Requests — Send authorization forms to each provider's Health Information Management department via their preferred method (fax, mail, or portal)
- Follow Up Regularly — Contact providers every 7-10 days to check status, as requests often stall without persistent follow-up
- Review for Completeness — Compare received records against treatment dates to identify missing documentation that requires re-requests
- Organize Chronologically — Arrange records by date and provider to create a coherent narrative for demand packages and litigation
What Your Authorization Must Include
- Patient name and date of birth — Must match provider records exactly
- Description of records requested — Specific dates of service or "complete medical record"
- Authorized recipient — Your firm's name, address, and fax number
- Purpose of disclosure — "Legal representation" or "personal injury claim"
- Expiration date — Required under Michigan law; recommend 12 months from signature
- Patient signature — Original signature with date; electronic signatures accepted by most Michigan providers
How Codes Health Automates This
Our AI-powered platform eliminates manual retrieval headaches for Michigan law firms.
- AI-optimized request submission — Automatically formats requests to meet each provider's specific requirements
- Daily automated follow-ups — Persistent outreach ensures requests don't fall through the cracks
- Missing record detection — Identifies gaps in treatment timelines that require additional requests
- Organized delivery with case chronologies — Records arrive sorted with AI-generated summaries ready for case review
How Long Does It Take to Get Medical Records in Michigan?
Standard Timelines
- HIPAA Requirement: 30 days (plus 30-day extension allowed with written notice)
- Michigan (Medical Records Access Act): Providers generally must respond within 30 days, and in some cases may take up to 60 days if the record is not maintained or accessible on-site, with allowable extensions as provided by law.
- Typical Reality: 45-90 days from major hospital systems
Common Causes of Delays
- High-volume facilities with request backlogs — Major Michigan health systems process thousands of requests monthly
- Incomplete or rejected authorizations — Missing signatures, unclear dates, or unchecked boxes for sensitive records restart the clock
- Requests spanning multiple departments — Records from ER, radiology, and specialists often require separate internal processing
- Staffing shortages at HIM departments — Many Michigan providers operate with reduced Health Information Management teams
How Codes Health Reduces Wait Times
Codes Health delivers complete Michigan medical records in 10-12 days instead of months.
- AI error-checking prevents rejections — Our system flags misspellings, missing dates of service, and signature issues before submission
- Daily automated follow-ups — Persistent outreach keeps your requests at the top of provider queues
- Real-time status tracking — Know exactly where every request stands without making phone calls
- Proactive missing record detection — Identifies incomplete responses immediately so re-requests happen faster
How Much Does Medical Record Retrieval Cost in Michigan?
Typical Fee Structure
- Initial request fee: $30.60 per request under Michigan's Medical Records Access Act (2025 rates)
- Per-page copying (pages 1-20): $1.53 per page
- Per-page copying (pages 21-50): $0.77 per page
- Per-page copying (pages 51+): $0.31 per page
- Non-paper media: Actual cost for CDs, electronic delivery, or imaging
- Archived records: Additional fees for records over 7 years old
Typical Fee Structure
- Initial request fee (third-party requests): $31.54 per request (Michigan Medical Records Access Act — CY 2025 maximum)
- Per-page copying (pages 1–20): $1.58 per page
- Per-page copying (pages 21–50): $0.79 per page
- Per-page copying (pages 51+): $0.32 per page
- Non-paper media: Actual cost to prepare the duplicate (e.g., CDs/electronic media)
- Postage/shipping: Actual cost
- Archived records / off-site retrieval: Actual retrieval costs may apply
Factors Affecting Total Cost
- Number of treatment providers — Each facility charges its own initial fee
- Volume of records per provider — Complex cases with extensive treatment histories accumulate significant per-page charges
- Paper vs. electronic format — Some providers charge differently for digital delivery
- Urgency of request — Rush processing may incur additional fees at certain facilities
Codes Health Pricing
Codes Health offers transparent, flat-fee pricing that eliminates surprise costs for Michigan law firms.
- No hidden fees for follow-ups — Unlimited provider contact included
- No extra charges for re-requests — Rejected authorizations handled at no additional cost
- All-inclusive retrieval and organization — AI chronologies and summaries included with every order
How to Retrieve Medical Records from University of Michigan Health
Request Requirements
- Authorization form: Submit a completed HIPAA authorization with patient demographics, specific dates of service, and record types requested
- Submission methods: Fax to (734) 936-8571, mail to Release of Information Unit, or submit through the patient portal
- Special requirements: Mental health and psychiatric records require explicit separate authorization with specific checkboxes; previous patient names must be included if applicable
What to Expect
- Processing time: Average turnaround of about five business days plus shipping time, aiming for 5–7 business days, but requesters should allow up to 30 days depending on request type and volume
- Fees: Michigan Medical Records Access Act rates apply ($30.60 initial + tiered per-page fees)
- Contact: Release of Information Unit at (734) 936-5490
Codes Health Advantage
Codes Health has established efficient workflows with University of Michigan Health that consistently deliver complete records in 10-12 days, with AI verification ensuring all requested documentation is received.
How to Retrieve Medical Records from Henry Ford Hospital
Request Requirements
- Authorization form: Complete the Authorization to Access or Release Medical Information form with all patient details and specify "Henry Ford Hospital Detroit" as the location
- Submission methods: Fax to (313) 916-3917, mail to Henry Ford Health Information Department at 1414 E Maple Road, Troy, MI 48083, or submit online through the MyChart portal
- Special requirements: Attach proof of legal representation; sensitive records (HIV, substance abuse, mental health) require specific authorization language
What to Expect
- Processing time: 7-10 business days for standard requests
- Fees: Per Michigan statute; fees may be waived for releases to treating physicians
- Contact: Health Information Management via online portal or mail
Codes Health Advantage
Our platform automatically formats requests to meet Henry Ford Health's specific requirements, with daily follow-ups ensuring your records don't get lost in their high-volume processing queue.
How to Retrieve Medical Records from Henry Ford West Bloomfield Hospital
Request Requirements
- Authorization form: Complete the Henry Ford Health Authorization to Access or Release Medical Information form with patient demographics, dates of service, and record types requested
- Submission methods: Email HFHSMedicalRecords@HFHS.org, fax (313) 916-3917, or mail to Henry Ford Health Information Department, 1414 E Maple Road, Troy, MI 48083
- Special requirements: Sensitive records (e.g., behavioral health, HIV, substance use) may require specific authorization language where applicable
What to Expect
- Processing time: Varies by facility and volume; requesters should confirm current turnaround with ROI/HIM
- Fees: Michigan Medical Records Access Act fees may apply depending on requester type and format
- Contact: Use the Henry Ford Health ROI contact channels above for status updates
Codes Health Advantage
Codes Health navigates Henry Ford West Bloomfield's specific submission requirements automatically, ensuring your requests are properly formatted and tracked through completion.
How to Retrieve Medical Records from Chelsea Hospital - Chelsea, MI
Request Requirements
- Authorization form: Complete Trinity Health Michigan's Authorization for Use or Disclosure of Health Information form
- Submission methods: Fax to (734) 593-6315, mail to Health Information Management at 775 South Main St., Chelsea, MI 48118, or use the online request portal
- Special requirements: Guardian or power of attorney documentation required for representative requests; allow 24-48 hours for processing
What to Expect
- Processing time: 7-14 business days for standard requests
- Fees: Michigan statutory rates apply; contact (734) 593-6310 for specific fee information
- Contact: Health Information Management at (734) 593-6310
Codes Health Advantage
Our AI platform tracks Chelsea Hospital requests alongside all other Trinity Health Michigan facilities, ensuring consistent follow-up and complete record retrieval across the system.
How to Retrieve Medical Records from Trinity Health Ann Arbor Hospital
Request Requirements
- Authorization form: Download and complete the Request for Patient Directed Access to Protected Health Information form, selecting Trinity Health Ann Arbor from facility options
- Submission methods: Mail to Trinity Health Ann Arbor, 5301 McAuley Drive, Ypsilanti, MI 48197
- Special requirements: Attorneys must sign as "personal representative" and describe relationship; provide supporting legal documents (power of attorney, court order) if applicable
What to Expect
- Processing time: 7-30 days depending on record volume and type
- Fees: May apply for complete records, copies, labor, supplies, and postage per Michigan statute
- Contact: Health Information Management department via mail
Codes Health Advantage
Codes Health's established relationships with Trinity Health Michigan facilities ensure efficient processing of Ann Arbor requests, with AI tracking that catches missing records before they delay your case.
FAQ's
Frequently Asked Questions
How do I get medical records for a personal injury case in Michigan?
Obtaining medical records for a Michigan personal injury case requires proper authorization and systematic follow-up with each provider.
- Obtain signed HIPAA authorization from your client with all required elements under Michigan's Medical Records Access Act
- Submit written requests to each provider's Health Information Management department via fax, mail, or portal
- Follow up every 7-10 days to ensure requests are being processed
- Review received records for completeness and submit re-requests for any missing documentation
How long do hospitals in Michigan have to release medical records?
Under Michigan's Medical Records Access Act, healthcare providers must release records "as expeditiously as possible, but no later than 30 days" after receiving a written request. However, major hospital systems like University of Michigan Health and Henry Ford Health often take 45-90 days in practice due to high request volumes and processing backlogs.
Can a lawyer request medical records on behalf of a client in Michigan?
Yes, attorneys can request medical records on behalf of clients in Michigan with proper authorization.
- Signed HIPAA authorization from the patient designating the law firm as authorized recipient
- Patient's full legal name and date of birth matching provider records
- Specific dates of service or "complete medical record" language
- Purpose of disclosure stated as "legal representation" or "personal injury claim"
- Expiration date (recommended 12 months from signature)
What is the cost of medical record retrieval in Michigan?
Michigan's Medical Records Access Act establishes maximum fees that providers can charge for record copies.
- Initial request fee: $30.60 per request (2025 rate)
- Pages 1-20: $1.53 per page
- Pages 21-50: $0.77 per page
- Pages 51+: $0.31 per page
What if a hospital in Michigan refuses to release medical records?
If a Michigan hospital refuses to release records, follow these steps:
- Verify authorization completeness — Ensure all required elements are present, including patient signature, dates, and proper recipient designation
- Contact HIM directly — Speak with the Health Information Management supervisor to identify the specific reason for denial
- File a complaint if needed — Contact the Michigan Department of Health and Human Services if the provider violates the Medical Records Access Act
- Issue a subpoena in litigation — For active lawsuits, subpoena records through proper court channels if authorization requests fail
How does Codes Health speed up medical record retrieval in Michigan?
Codes Health accelerates Michigan medical record retrieval through AI-powered automation.
- AI error-checking catches authorization mistakes before submission to prevent rejections
- Daily automated follow-ups keep requests moving through provider queues
- Real-time status tracking provides visibility into every request without phone calls
- Missing record detection identifies incomplete responses for immediate re-requests
- 10-12 day delivery versus 45-90 days through traditional retrieval methods
What types of medical records can I retrieve for a Michigan personal injury case?
Michigan personal injury cases typically require comprehensive medical documentation.
- Emergency room records and triage notes
- Hospital admission and discharge summaries
- Physician office visit notes and progress reports
- Diagnostic imaging (X-rays, MRIs, CT scans)
- Laboratory and pathology results
- Surgical and operative reports
- Physical therapy and rehabilitation records
- Prescription and medication histories
- Billing records and itemized statements
- Mental health and psychiatric records (require separate authorization)
Do I need a HIPAA authorization to get medical records in Michigan?
Yes, a valid HIPAA authorization is required to obtain medical records in Michigan unless you have a court-issued subpoena.
- Patient's full legal name and date of birth
- Description of records being requested (dates, types, departments)
- Recipient information (your firm's name, address, fax number)
- Purpose of disclosure (legal representation)
- Patient signature and date with expiration date
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