Pennsylvania attorneys face significant challenges retrieving medical records from the state's complex healthcare landscape. With major hospital systems like Penn Medicine, UPMC, and Jefferson Health each maintaining different request processes, tracking down complete records across multiple facilities can delay case evaluations by weeks or even months.
Codes Health eliminates these frustrations with AI-powered medical record retrieval designed specifically for Pennsylvania law firms. Our technology delivers complete records in 10-12 days with automated daily follow-ups, AI error-checking to prevent rejections, and organized case chronologies—so you can focus on winning cases instead of chasing paperwork.
The Impact on Case Timelines
Delays in obtaining medical records can significantly impact your ability to evaluate and resolve cases efficiently.
- Extended case cycles when hospitals take 45-90 days to fulfill requests
- Statute of limitations pressure as Pennsylvania's 2-year personal injury deadline approaches
- Client frustration leading to dropped cases and negative reviews
Building Stronger Demand Packages
Complete medical documentation is essential for maximizing settlement values in Pennsylvania cases.
- Comprehensive records from all treating providers establish the full scope of injuries
- Higher settlement values result from well-documented treatment histories and prognoses
- Evidence gaps weaken your negotiating position and invite defense challenges
Competitive Advantage for California Attorneys
Faster record retrieval translates directly to better case outcomes and firm growth.
- Rapid case evaluation allows you to sign quality cases before competitors
- Higher case volume becomes manageable when retrieval is automated
- Improved client satisfaction through transparent status updates and faster resolutions
Step-by-Step Process
- Obtain HIPAA Authorization - Secure a signed authorization form from your client that meets federal and Pennsylvania requirements.
- Identify All Treatment Providers - Compile a complete list of hospitals, specialists, imaging centers, and pharmacies involved in treatment.
- Submit Written Requests - Send authorization forms via fax, mail, or electronic portal depending on each facility's requirements.
- Follow Up Regularly - Contact HIM departments weekly to check status and address any issues.
- Review for Completeness - Verify all requested records were received and identify any missing documentation.
- Organize Chronologically - Arrange records by date of service for efficient review and demand package preparation.
What Your Authorization Must Include
- Patient name and date of birth clearly printed
- Description of records requested (specific dates, departments, record types)
- Authorized recipient (your firm's name and contact information)
- Purpose of disclosure (legal representation, insurance claim, etc.)
- Expiration date (typically 6-12 months from signing)
- Patient signature and date executed
How Codes Health Automates This
Our AI-powered platform handles every step of the retrieval process for Pennsylvania law firms.
- Submits AI-optimized requests formatted for each facility's specific requirements
- Daily automated follow-ups ensure requests don't fall through the cracks
- Missing record detection identifies gaps in treatment history
- Organized delivery with case chronologies ready for immediate review
How Long Does It Take to Get Medical Records in Pennsylvania?
Standard Timelines
- HIPAA Requirement: 30 days (plus 30-day extension allowed)
- Pennsylvania Law: 30 days (plus 30-day extension allowed)
- Typical Reality: 45-90 days from major hospital systems
Common Causes of Delays
- High-volume facilities with request backlogs at HIM departments
- Incomplete or rejected authorizations requiring resubmission and restarting the clock
- Requests spanning multiple departments such as radiology, lab, and clinical notes
- Staffing shortages at Health Information Management departments
How Codes Health Reduces Wait Times
Codes Health delivers complete Pennsylvania medical records in 10-12 days, not months.
- 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 the queue
- Real-time status tracking so you always know where each request stands
- Proactive missing record detection ensures no treatment records are overlooked
How Much Does Medical Record Retrieval Cost in Pennsylvania?
Typical Fee Structure
- Per-page copying: Up to $2.00 per page for pages 1–20; $1.48 per page for pages 21–60; and $0.52 per page for pages 61+ (plus postage when applicable)
- Clerical/search fees: Up to $29.61 per request (HIPAA patient access requests generally can’t be charged)
- Diagnostic imaging: Separate fees for CDs/films from radiology departments
Factors Affecting Total Cost
- Number of treatment providers involved in the case
- Volume of records per provider (lengthy hospitalizations cost more)
- Paper vs. electronic format requested
- Urgency of request (rush fees apply for expedited processing)
Codes Health Pricing
Codes Health offers transparent, flat-fee pricing with no surprises for Pennsylvania attorneys.
- No hidden fees for follow-ups or status inquiries
- No extra charges for re-requests due to provider issues
- All-inclusive retrieval and organization with AI-powered chronologies
How to Retrieve Medical Records from Hospital of the University of Pennsylvania
Request Requirements
- Authorization form: Complete Penn Medicine's Authorization for Disclosure of Health Information form
- Submission method: Mail or fax to Medical Records Department at 1st Floor Founders, 3400 Spruce Street, Philadelphia, PA 19104; Fax: 215-662-6300
- Special requirements: Psychiatric records require additional hospital staff signature; include legal documentation for deceased patients or guardianship cases
What to Expect
- Processing time: 30 days for onsite records, with possible 30-day extension
- Fees: Charged per Pennsylvania law; radiology images and reports available free through portal
Codes Health Advantage
Our platform handles HUP's specific authorization requirements and department routing automatically, delivering complete records in 10-12 days with daily follow-ups to prevent delays.
How to Retrieve Medical Records from UPMC Presbyterian Shadyside
Request Requirements
- Authorization form: Complete UPMC's Authorization for Release of Protected Health Information (Parts 1 and 2)
- Submission method: Email to ROIRequest@upmc.edu or mail to UPMC Release of Information Department, 600 Grant Street, Floor 21, Pittsburgh, PA 15219
- Special requirements: Radiology images must be requested separately from the facility where testing occurred
What to Expect
- Processing time: Invoice sent within 7-10 days; records mailed the next day after payment received
- Fees: Variable based on record volume; invoice provided before records release
Codes Health Advantage
We manage UPMC's two-part authorization process and payment coordination seamlessly, ensuring your firm receives complete records without administrative delays or missed invoices.
How to Retrieve Medical Records from Children's Hospital of Philadelphia
Request Requirements
- Authorization form: Complete CHOP's Authorization to Release/Obtain Patient Information form (available in English and Spanish)
- Submission method: Email HIMROI@chop.edu, fax 267-426-8654, or mail to CHOP Buerger Center, 3500 Civic Center Blvd, Room P-1180, Philadelphia, PA 19104
- Special requirements: Patients 14+ must sign/initial for mental health records; minors require parent/guardian signature
What to Expect
- Processing time: Variable due to volume; abstracts released by default, full records require additional processing
- Fees: Pennsylvania state fees apply; up to $29.61 for search/retrieval plus per-page copying
Codes Health Advantage
Our team navigates CHOP's unique pediatric authorization requirements and department-specific routing (inpatient, outpatient, radiology) to ensure complete records for your minor client cases.
How to Retrieve Medical Records from Thomas Jefferson University Hospital
Request Requirements
- Authorization form: Complete Jefferson Health's Authorization to Release PHI form with patient name, DOB, last 4 SSN digits, and specific records requested
- Submission method: Online submission through Jefferson Health portal or mail completed authorization form
- Special requirements: Specify exact facility location(s) of care within the Jefferson Health network
What to Expect
- Processing time: Requests processed in order received; timeline follows Pennsylvania law (30-60 days)
- Fees: Copying fees charged per Pennsylvania Department of Health regulations
Codes Health Advantage
We submit optimized requests across all Jefferson Health facilities simultaneously, eliminating the guesswork of determining which locations have relevant records for your case.
How to Retrieve Medical Records from Allegheny General Hospital
Request Requirements
- Authorization form: Complete AHN's Authorization for Release of Protected Health Information form
- Submission method: Fax to 412-359-3260, mail to Medical Records Dept., 320 East North Avenue, Pittsburgh, PA 15212, or submit via MyChart
- Special requirements: Government-issued photo ID required; HIV/mental health/substance abuse releases require specific checkboxes
What to Expect
- Processing time: Variable; electronic requests through MyChart processed faster
- Fees: Retrieval service fee may apply; contact Medical Records at 412-359-4234 for details
Codes Health Advantage
Our AI-powered platform handles Allegheny Health Network's specific authorization requirements and coordinates requests across all AHN facilities for comprehensive record retrieval.
Frequently Asked Questions
How do I get medical records for a personal injury case in Pennsylvania?
To obtain medical records for a Pennsylvania personal injury case, you must submit a properly executed authorization from your client to each healthcare provider.
- Obtain signed HIPAA authorization from your client covering all relevant providers
- Submit requests to each hospital's Health Information Management department via their preferred method (fax, mail, or portal)
- Follow up regularly as Pennsylvania providers have 30-60 days to respond
- Review for completeness and request any missing records before finalizing your demand package
How long do hospitals in Pennsylvania have to release medical records?
Under federal HIPAA regulations, Pennsylvania hospitals must respond within 30 days with the option to extend by an additional 30 days with written notice. In reality, most Pennsylvania attorneys experience wait times of 45-90 days when dealing with major hospital systems.
Can a lawyer request medical records on behalf of a client in Pennsylvania?
Yes, Pennsylvania attorneys can request medical records on behalf of clients with proper written authorization.
- Signed HIPAA authorization naming your firm as the authorized recipient
- Patient's full name and date of birth clearly printed
- Specific records and dates of service requested
- Purpose of disclosure stated as legal representation
- Expiration date and patient signature required
What is the cost of medical record retrieval in Pennsylvania?
Medical record costs in Pennsylvania vary by facility and record volume, but typically include multiple fee categories.
- Search/retrieval fees: Up to $29.61 per request (HIPAA patient access requests generally can’t be charged)
- Per-page copying fees: up to $2.00 per page for pages 1–20; $1.48 per page for pages 21–60; and $0.52 per page for pages 61+ (plus postage when applicable)
- Radiology imaging fees: Separate charges for CDs and films
What if a hospital in Pennsylvania refuses to release medical records?
If a Pennsylvania hospital refuses to release medical records, follow these steps:
- Verify your authorization is complete with all required elements including patient signature, dates, and specific records requested
- Contact the HIM department directly to understand the specific reason for denial
- File a complaint with the U.S. Department of Health and Human Services Office for Civil Rights if the denial violates HIPAA
- Issue a subpoena if you're in active litigation and informal methods fail
How does Codes Health speed up medical record retrieval in Pennsylvania?
- AI error-checking catches authorization issues before submission to prevent rejections
- Daily automated follow-ups keep requests moving through hospital queues
- Real-time status tracking provides visibility into every request
- Missing record detection identifies gaps in treatment documentation
- Complete records in 10-12 days versus typical 45-90 day wait times
What types of medical records can I retrieve for a Pennsylvania personal injury case?
- Emergency department records including triage notes and discharge summaries
- Hospital admission and discharge summaries documenting inpatient stays
- Physician office notes from primary care and specialists
- Diagnostic imaging reports (X-rays, MRIs, CT scans)
- Laboratory results including bloodwork and pathology
- Operative reports for any surgical procedures
- Physical therapy and rehabilitation records
- Prescription and medication histories
- Ambulance and EMS run reports
- Mental health and psychiatric records (with appropriate authorization)
Do I need a HIPAA authorization to get medical records in Pennsylvania?
Yes, a valid HIPAA authorization is required for attorneys to obtain medical records on behalf of clients in Pennsylvania.
- Patient's full legal name and date of birth
- Description of records being requested with relevant dates
- Name of authorized recipient (your law firm)
- Purpose of disclosure (legal representation)
- Patient signature and date of execution
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