New York attorneys face significant challenges when retrieving medical records from the state's complex healthcare landscape. With major hospital systems like Mount Sinai, NYU Langone, and NewYork-Presbyterian each operating their own request processes, navigating multiple portals, authorization requirements, and fee structures creates delays that can stall your personal injury, medical malpractice, or workers' compensation cases.
Codes Health eliminates these obstacles with AI-powered medical record retrieval that delivers complete records in 10-12 days. Our platform automatically submits optimized requests, conducts daily follow-ups with providers, and uses AI error-checking to prevent authorization rejections that would otherwise restart your timeline. Unlike services promising same-day retrieval that deliver incomplete records requiring client involvement, Codes Health ensures you receive comprehensive documentation ready for case evaluation.
The Impact on Case Timelines
Medical record delays can derail even the strongest cases in New York's competitive legal market.
- Statute of limitations pressure – New York's 3-year personal injury deadline leaves no room for months-long record retrieval delays
- Case evaluation bottlenecks – Without complete records, attorneys cannot accurately assess case value or liability
- Client frustration – Extended wait times erode client confidence and increase the risk of losing cases to competing firms
Building Stronger Demand Packages
Complete medical documentation is the foundation of successful settlements and verdicts.
- Comprehensive treatment history – Full records from all providers establish the complete injury narrative
- Maximized settlement value – Missing records mean missing damages that reduce your client's recovery
- Evidence gap prevention – Incomplete documentation gives insurance companies ammunition to dispute claims
Competitive Advantage for California Attorneys
Faster record retrieval translates directly to better outcomes for your practice.
- Rapid case evaluation – Assess viability and value within weeks instead of months
- Higher case volume – Efficient retrieval processes allow your firm to handle more cases simultaneously
- Superior client satisfaction – Quick turnaround times build trust and generate referrals
Impact
Step-by-Step Process
- Obtain HIPAA Authorization – Secure a signed authorization form from your client that includes all required elements under HIPAA and New York Public Health Law Section 17.
- Identify All Treatment Providers – Document every hospital, specialist, imaging center, and therapy provider involved in your client's care.
- Submit Written Requests – Send completed authorization forms to each provider's Health Information Management (HIM) department via their preferred method (portal, fax, or mail).
- Follow Up Regularly – Contact providers every 5-7 days to check status and address any authorization issues that arise.
- Review for Completeness – Verify all requested records, date ranges, and departments are included in the response.
- Organize Chronologically – Arrange records by date and provider to create a coherent medical timeline for case evaluation.
What Your Authorization Must Include
- Patient name and date of birth – Full legal name matching provider records
- Description of records requested – Specific record types, date ranges, and departments
- Authorized recipient – Your firm's name, address, and contact information
- Purpose of disclosure – Legal representation or personal injury claim
- Expiration date – Must include a clear date or event triggering expiration
- Patient signature – Original signature with date of signing
Common Authorization Errors That Cause Rejections
Incomplete authorizations are the #1 cause of denied requests in New York.
- Missing patient signatures – Unsigned or improperly dated authorizations are immediately rejected
- Unclear expiration dates – Vague or missing expiration dates restart your 15-day clock
- Unchecked sensitive record boxes – Failure to authorize HIV, mental health, or substance abuse records when applicable
- Misspelled names or incorrect DOB – Typos cause provider systems to reject requests
How Codes Health Automates This
Our AI-powered platform handles every step of the retrieval process.
- AI error-checking – Automatically flags misspellings, missing signatures, and authorization deficiencies before submission
- Optimized request formatting – Submits requests in each provider's preferred format to prevent processing delays
- Daily automated follow-ups – Persistent outreach ensures your requests stay at the top of provider queues
- Missing record detection – Identifies gaps in received records and initiates additional requests
- Case-ready delivery – Records arrive organized with AI-generated chronologies and summaries
How Long Does It Take to Get Medical Records in New York?
Standard Timelines
- HIPAA Requirement: 30 days from request receipt, with one 30-day extension permitted (60 days total)
- New York Law: Records must be provided within a "reasonable time" under Public Health Law Section 17
- Typical Reality: 45-90 days from major hospital systems
Common Causes of Delays
- High-volume facility backlogs – Major NYC hospitals process thousands of requests monthly, creating significant queues
- Incomplete or rejected authorizations – Missing signatures or incorrect patient information restart your timeline
- Multi-department requests – Records spanning emergency, surgical, and specialist departments require coordination
- Staffing shortages – HIM departments across New York continue to face staffing challenges
- Portal access requirements – Some facilities require portal registration before processing third-party requests
How Codes Health Reduces Wait Times
Codes Health delivers complete medical records in 10-12 days, not months.
- AI error-checking – Prevents authorization rejections that would otherwise cause weeks of delays
- Daily automated follow-ups – Persistent outreach keeps your requests prioritized
- Real-time status tracking – Know exactly where each request stands without phone calls or emails
- Proactive missing record detection – Identifies incomplete responses immediately for rapid re-requests
- Provider-specific optimization – Requests formatted to each facility's exact specifications
How Much Does Medical Record Retrieval Cost in New York?
Typical Fee Structure
- Per-page copying: $0.75 per page under New York Public Health Law Section 17 for patient-directed requests
- Third-party/attorney requests: Higher per-page rates often apply when not directed by the patient
- Electronic records: $6.50 flat fee at many facilities (Mount Sinai, Montefiore)
- Certification fees: $10-$25 for court-ready certified records
- Diagnostic imaging: Separate fees for CDs, films, and radiology studies
Factors Affecting Total Cost
- Number of treatment providers – Each facility charges separately for record retrieval
- Volume of records – Extended treatment histories generate higher page counts
- Paper vs. electronic format – Electronic delivery typically costs less than paper copies
- Request urgency – Rush processing incurs additional fees at most facilities
- Record type – Radiology imaging and pathology materials often have separate fee schedules
Codes Health Pricing
Codes Health offers transparent, flat-fee pricing with no hidden costs.
- No per-page charges – Predictable costs regardless of record volume
- No hidden fees for follow-ups – Daily provider outreach included at no extra cost
- No extra charges for re-requests – Missing record retrieval covered in your flat fee
- All-inclusive retrieval and organization – Records delivered organized with AI chronologies
- No client involvement required – Unlike same-day services, we handle everything without burdening your clients
How to Retrieve Medical Records from The Mount Sinai Hospital - New York City
Request Requirements
- Authorization form: Complete the Patient Access Request (MR-200) for patients or Authorization to Third Party (MR-201) for attorneys and other third parties
- Submission methods: MyMountSinai portal (fastest), mail to One Gustave L. Levy Place, Box 1111, New York, NY 10029, Attn: HIM/Medical Records, or fax
- Required information: Patient details, specific records requested, date ranges, delivery format preference (paper, disc, or electronic PDF)
- Contact: (212) 241-7607 for Health Information Management questions
What to Expect
- Processing time: 7-10 business days for standard requests; MyMountSinai portal requests may be immediate for available records
- Fees: $6.50 for electronic records to patients; $0.75 per page for attorney/third-party requests; $0.07-$0.12 per page for paper copies
- Special notes: Urgent in-person requests for medical care may be fulfilled same-day without fee; radiology images require separate department contact
Codes Health Advantage
Codes Health navigates Mount Sinai's multi-campus system efficiently, ensuring records from all locations are captured.
- System-wide retrieval – Captures records from Mount Sinai Hospital, Queens, Beth Israel, Brooklyn, and physician practices
- Form optimization – AI ensures MR-201 forms are complete before submission to prevent rejections
- Daily follow-up – Automated outreach to HIM department keeps requests prioritized
How to Retrieve Medical Records from NYU Langone Hospitals - Tisch Hospital
Request Requirements
- Authorization form: Complete the Authorization for Use and Disclosure of Protected Health Information (PHI) form with all required fields
- Submission methods: MyChart patient portal (for patients), mail, fax, or secure email for attorney requests
- Required information: Patient details, provider/entity name, purpose of release, recipient information, format preference, and sensitive information authorizations (initial for HIV, mental health, substance abuse if applicable)
- Contact: Privacy Manager at (212) 404-4079 for questions
What to Expect
- Processing time: Typically within 30 days; one 30-day extension permitted with written notice
- Fees: Reasonable, cost-based fee for copies; estimate provided before release; no fee for MyChart portal access
- Special notes: Incomplete forms are not accepted; oral requests may be accepted only when identity is verified and writing isn't feasible
Codes Health Advantage
Codes Health ensures complete NYU Langone record retrieval without portal access complications.
- Authorization optimization – AI verifies all sensitive information boxes are properly initialed before submission
- Format specification – Requests submitted in NYU's preferred format to prevent processing delays
- Complete capture – Ensures records from all NYU Langone campuses and affiliated practices are retrieved
How to Retrieve Medical Records from NewYork-Presbyterian Hospital – Columbia and Cornell
Request Requirements
- Authorization form: Complete the Authorization to Release Medical Information form; online digital submission available for fastest processing
- Submission methods: Connect patient portal (recommended), online secure form, or mail to Medical Correspondence Unit, 622 West 168th Street, New York, NY 10032
- Required information: Patient identification, specific records requested, date ranges, recipient details, and delivery format preference
- Portal access: Connect portal allows immediate access to many records and secure document sharing
What to Expect
- Processing time: Typically within 30 days per HIPAA requirements; portal requests may be faster
- Fees: No fees for records released to the Connect patient portal; fee structure applies for mailed copies
- Special notes: Radiology imaging and pathology materials require separate department contact; online submission includes status tracking
Codes Health Advantage
Codes Health efficiently retrieves records from NYP's extensive multi-campus network.
- Columbia and Cornell coordination – Captures records from both academic medical center affiliates seamlessly
- Digital form optimization – Submissions formatted for fastest processing through NYP's systems
- Complete campus coverage – Ensures records from all NewYork-Presbyterian locations are retrieved
How to Retrieve Medical Records from North Shore University Hospital (Northwell Health)
Request Requirements
- Authorization form: Complete the Northwell Health Authorization for Release of Health Information form specifying North Shore University Hospital as the releasing provider
- Submission methods: Email, fax, or in-person delivery to Health Information Management; FollowMyHealth patient portal for patient-directed requests
- Required information: Full legal patient name, address, date of birth, phone, email, specific records requested, recipient details, expiration date, and signature
- Contact: Northwell Health patient portal support at (212) 614-0039
What to Expect
- Processing time: Standard HIPAA-compliant timeline of 30 days with possible 30-day extension
- Fees: Standard per-page fees apply for third-party requests; specifics available upon request
- Special notes: Form must specify North Shore University Hospital or specific department; revocation possible anytime in writing
Codes Health Advantage
Codes Health navigates Northwell Health's extensive system to ensure complete record capture.
- System-wide coordination – Retrieves records from North Shore and all connected Northwell facilities where your client received care
- Authorization accuracy – AI ensures all required fields are complete to prevent processing delays
- Persistent follow-up – Daily automated outreach keeps requests moving through Northwell's HIM system
How to Retrieve Medical Records from Montefiore Medical Center (Montefiore Einstein)
Request Requirements
- Authorization form: Complete the HIPAA authorization form with patient information, releasing facility, recipient address, care dates, specific records, reason for release, expiration date, and signature
- Submission methods: In-person at HIM locations (Moses/CHAM at 3411 Wayne Ave, Weiler at 1825 Eastchester Rd, Wakefield at 600 E 233rd St), mail to 111 E 210th St, Bronx, NY 10467, Attn: Health Information Management, or provider fax to (914) 349-8229
- Required information: Initialize sections for alcohol/drug treatment, mental health, and HIV/AIDS info if included; valid ID required for in-person pickup by non-patients
- Contact: (718) 920-4921 for questions or special documents
What to Expect
- Processing time: 10 business days per New York State law after authorization receipt
- Fees: $0.75 per page for paper copies; $6.50 for digital copies on disc; no charge for records sent to another healthcare provider
- Special notes: Montefiore MyChart portal available for patient access to lab results and medications (not full records)
Codes Health Advantage
Codes Health streamlines retrieval from Montefiore's multi-campus Bronx network.
- Multi-location coverage – Captures records from Moses, Weiler, Wakefield, Westchester Square, and Hutchinson campuses
- 10-day compliance – Our daily follow-ups ensure Montefiore meets their state-mandated timeline
- Authorization optimization – AI ensures all sensitive information sections are properly initialized to prevent rejections
FAQ's
Frequently Asked Questions
How do I get medical records for a personal injury case in New York?
Obtaining medical records for a New York personal injury case requires proper HIPAA authorization and systematic follow-up with each provider.
- Step 1: Obtain a signed HIPAA authorization from your client that includes all required elements under New York Public Health Law § 18
- Step 2: Identify all treatment providers including hospitals, specialists, imaging centers, and therapy facilities
- Step 3: Submit written requests to each provider's Health Information Management department via their preferred method
- Step 4: Follow up regularly and review received records for completeness before case evaluation
How long do hospitals in New York have to release medical records?
Under HIPAA, New York hospitals must respond to medical record requests within 30 days, with one 30-day extension permitted for a total of 60 days. However, the reality for attorneys is often 45-90 days from major hospital systems due to processing backlogs, authorization issues, and multi-department coordination requirements.
Can a lawyer request medical records on behalf of a client in New York?
Yes, attorneys can request medical records on behalf of clients in New York with proper authorization.
- Written authorization required – Client must sign a HIPAA-compliant authorization form
- Specific recipient designation – Authorization must name the law firm as the authorized recipient
- Purpose statement – Form should indicate legal representation as the purpose of disclosure
- Patient rate eligibility – When patients direct records to their attorney as agent, reduced patient rates may apply
- Signature and date – Original client signature with date required on all authorization forms
What is the cost of medical record retrieval in New York?
Medical record retrieval costs in New York vary by facility and request type.
- Per-page fees: $0.75 per page for patient-directed requests under New York Public Health Law; higher rates for third-party requests
- Electronic records: $6.50 flat fee at many facilities including Mount Sinai and Montefiore
- Certification fees: $10-$25 for court-ready certified copies
What if a hospital in New York refuses to release medical records?
If a New York hospital refuses to release medical records, follow these steps:
- Verify authorization completeness – Ensure all required fields, signatures, and sensitive information boxes are properly completed
- Contact HIM directly – Speak with the Health Information Management supervisor to understand the specific reason for denial
- File a complaint – Submit complaints to the New York State Department of Health or HHS Office for Civil Rights for HIPAA violations
- Subpoena in litigation – If your case is in litigation, obtain a court subpoena to compel record production
How does Codes Health speed up medical record retrieval in New York?
Codes Health accelerates New York medical record retrieval through:
- AI error-checking – Catches authorization errors before submission to prevent rejections that restart timelines
- Daily automated follow-ups – Persistent outreach keeps requests prioritized at every facility
- Provider-specific formatting – Requests optimized for each hospital's exact requirements
- Real-time status tracking – Monitor every request without phone calls or emails
- Missing record detection – Automatically identifies gaps and initiates additional requests
What types of medical records can I retrieve for a New York personal injury case?
For New York personal injury cases, you can retrieve:
- Emergency room records – Initial treatment, triage notes, and discharge summaries
- Hospital admission records – Inpatient stays, surgical reports, and nursing notes
- Physician office notes – Primary care and specialist treatment records
- Diagnostic imaging – X-rays, MRIs, CT scans, and radiology reports
- Laboratory results – Blood work, pathology reports, and diagnostic testing
- Physical therapy records – Rehabilitation notes and progress reports
- Prescription history – Medication records and pharmacy dispensing data
- Mental health records – With specific authorization under New York law
- Billing records – Itemized statements supporting damage calculations
- Ambulance/EMS reports – Pre-hospital care documentation and transport records
Do I need a HIPAA authorization to get medical records in New York?
Yes, a valid HIPAA authorization is required to obtain medical records in New York for legal purposes.
- Patient signature – Must include original signature with date of signing
- Specific description – Records requested must be clearly described including date ranges
- Recipient identification – Your law firm must be named as the authorized recipient
- Purpose statement – Authorization must state the reason for disclosure
- Expiration date – A clear expiration date or triggering event is mandatory for validity
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