Medical Record Retrieval in New Jersey

Step-by-Step Process

1. Obtain HIPAA Authorization - Have your client sign a comprehensive authorization form that covers all potential treatment providers and includes specific language for sensitive records.
2. Identify All Treatment Providers - Review intake notes, insurance EOBs, and client interviews to create a complete list of hospitals, specialists, imaging centers, and urgent care facilities.
3. Submit Written Requests - Send authorization forms to each provider via their preferred method (fax, mail, portal, or email) with specific date ranges and record types requested.
4. Follow Up Regularly - Contact each provider's Health Information Management department at least weekly to check status and address any authorization issues.
5. Review for Completeness - Compare received records against your provider list and requested date ranges to identify any missing documentation.
6. Organize Chronologically - Compile all records into a coherent timeline that supports your case narrative and demand package.

What Your Authorization Must Include

• Patient name and date of birth
• Description of records requested (including specific record types)
• Authorized recipient (your firm's name and address)
• Purpose of disclosure (legal representation)
• Expiration date (typically 12-24 months from signature)
• Patient signature and date

How Codes Health Automates This

Codes Health's AI-powered platform handles every step of the retrieval process for New Jersey law firms.

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• Submits AI-optimized requests formatted for each specific hospital's requirements
• Daily automated follow-ups ensure your requests never fall through the cracks
• Missing record detection identifies gaps in treatment timelines before you finalize demands
• Organized delivery with case chronologies provides ready-to-use summaries powered by specialized medical AI—not generic platforms like ChatGPT that lack accuracy for legal use

How Long Does It Take to Get Medical Records in New Jersey?

Standard Timelines

• HIPAA Right of Access: 30 calendar days, with one allowed 30-day extension (written notice required)
• New Jersey (hospitals & certain professionals): generally 30 days to provide copies after a written request, subject to HIPAA right-of-access rules in certain request scenarios
• Typical Reality: 45-90 days from major hospital systems due to backlogs and incomplete authorizations

Common Causes of Delays

• High-volume facilities like Hackensack and RWJ with request backlogs
• Incomplete or rejected authorizations that restart the 30-day clock
• Requests spanning multiple departments (ED, radiology, specialists)
• Staffing shortages at HIM departments throughout New Jersey

How Codes Health Reduces Wait Times

Codes Health delivers complete records in 10-12 days—not the months-long wait that's typical with manual retrieval.

• AI error-checking prevents rejections by flagging missing signatures, unclear dates, and authorization gaps before submission
• Daily automated follow-ups keep your requests prioritized at every facility
• Real-time status tracking shows exactly where each request stands
• Proactive missing record detection ensures no treatment documentation falls through the cracks

Why Same-Day Services Fall Short

Competitors offering same-day retrieval don't get complete records. They require client involvement to access patient portals, which leads to:

• Incomplete documentation missing older records
• Higher client churn from frustrating processes
• Records that won't hold up in litigation

How Much Does Medical Record Retrieval Cost in New Jersey?

Typical Fee Structure

• Hospitals (patients/legal reps): reproduction fee capped at $1/page or $50 per individual admission record (whichever is less), plus limited allowable add-on fees in certain cases
• Electronic copies: Reasonable cost-based fee only (no markup allowed under NJ law)
• Search/certification/delivery fees (hospitals): Limited add-on fees may apply (e.g., search fee up to $20 in permitted situations; certification up to $10; plus delivery costs)
• Rush processing: $25-$50+ for expedited requests at some facilities
• Diagnostic imaging / non-routine media (hospitals): Fees are capped (e.g., up to $30 per CD/DVD, with limited allowable add-on fees)

Factors Affecting Total Cost

• Number of treatment providers involved in the case
• Volume of records per provider (ER visits vs. extended hospitalizations)
• Paper vs. electronic format requested
• Urgency of request and willingness to pay rush fees

Codes Health Pricing

Codes Health offers transparent, flat-fee pricing with no surprises for New Jersey law firms.

• No hidden fees for follow-ups or status inquiries
• No extra charges for re-requests when authorizations need correction
• All-inclusive retrieval and organization including AI-powered chronologies and summaries

How to Retrieve Medical Records from Morristown Medical Center

Request Requirements

• Complete Atlantic Health System's Patient Authorization for Release of Information form
• Submit via mail, fax (973-290-7999), email, or in-person at 100 Madison Avenue, Box #22, Morristown, NJ 07960
• Include valid photo ID if designating pickup by someone other than the patient
• MyChart portal available for electronic access without separate authorization

What to Expect

• Processing time: Up to 30 days per HIPAA, though Atlantic Health often processes faster
• Fees: First electronic copy free; $6.50 for subsequent electronic or paper copies
• Contact: 973-971-5183 (Mon-Fri 8am-5pm, Sat 8am-12pm)

Codes Health Advantage

Codes Health navigates Atlantic Health System's multi-location structure to ensure complete records from all Morristown departments—including records from affiliated Atlantic Medical Group providers that are often missed in manual requests.

How to Retrieve Medical Records from Englewood Hospital and Medical Center

Request Requirements

• Complete the Authorization for Release of Information form specifying record types (inpatient, ED, lab, imaging)
• Submit via fax (201-608-2477), email (roirequest@ehmchealth.org), or mail to 350 Engle Street, Englewood, NJ 07631
• Imaging requests require separate submission to imagerequest@ehmchealth.org
• Englewood accepts ROI submissions using its authorization process (their form lists fax and email options)

What to Expect

• Processing time: 10-30 days depending on volume and request complexity
• Processing time: 10-30 days depending on volume and request complexity
• Fees: reproduction and postage/handling fees may apply depending on the type of request; fee limits are governed by NJ law and HIPAA rules depending on who is requesting and the purpose.

Codes Health Advantage

Codes Health understands Englewood's mail-only requirement for attorney requests and handles the separate imaging submission process automatically—eliminating the coordination headaches that delay most legal record requests.

How to Retrieve Medical Records from Robert Wood Johnson University Hospital - New Brunswick

Request Requirements

• Use the Ciox Patient Request app for online submission with photo ID upload
• Alternative: Download paper form and submit via email (HIMRecordRequests@rwjbh.org), fax (732-253-3401), or mail to 1 Robert Wood Johnson Place, New Brunswick, NJ 08901
• Non-patient requesters must upload POA, guardianship, or other legal authorization
• In-person submission available at Ciox Release of Information office (main floor, 8:00 AM-4:30 PM weekdays)

What to Expect

• Processing time: 3-5 business days for standard requests; up to 30 days for off-site records
• Fees: Records for continuing care are free; personal copies incur state-regulated fees
• Delivery: Electronic link or mailed paper based on preference

Codes Health Advantage

Codes Health navigates RWJ's Ciox vendor system and multi-location RWJBH network to retrieve records from all New Brunswick departments efficiently—including off-site records that often cause 30-day delays when requested manually.

How to Retrieve Medical Records from Hackensack University Medical Center

Request Requirements

• Contact 551-996-2075 to initiate requests or obtain the Authorization for Release of Information form
• Submit completed form via fax (201-854-8360) or mail to Director of Health Information, 100 Tormee Drive, Second Floor, Office #838, Tinton Falls, NJ 07712
• Form must specify treatment dates, information types (complete record, medications, nursing notes), purpose, and recipient
• MyChart portal available for lab/test results and visit notes

What to Expect

• Processing time: Up to 30 days per HIPAA; inpatient records over 1 year may require separate mailing
• Fees: Invoiced separately per New Jersey state regulations
• Note: Same contact handles Joseph M. Sanzari Children's Hospital records

Codes Health Advantage

Codes Health manages Hackensack Meridian Health's extensive network—including off-site storage for older records—ensuring complete documentation from all treatment dates without the typical delays caused by fragmented system requests.

How to Retrieve Medical Records from Overlook Medical Center

Request Requirements

• Complete Atlantic Health System's Patient Authorization for Release of Information (same form as Morristown Medical Center)
• Submit online, via email, fax (973-971-7159), mail, or in-person to Health Record Services/ROI department
• Form must include patient details, date range, specific records needed, recipient info, and delivery method preference
• Representatives must specify legal authority (POA, guardianship, etc.)

What to Expect

• Processing time: Up to 30 days per HIPAA/state guidelines; often faster for routine requests
• Fees: Based on HIPAA/New Jersey state regulations; electronic copies at cost-based rates
• Contact: Health Record Services at Overlook Medical Center, Summit, NJ

Codes Health Advantage

Codes Health leverages familiarity with Atlantic Health System's unified authorization process to retrieve records from Overlook and any affiliated Atlantic practices in a single coordinated request—preventing the fragmented responses that delay case evaluation.