How to Request Your Medical Records in California
1. Write a request.
Under CA law, you must submit a written request to the provider specifying the records you want. This applies whether you want to inspect or receive copies.
2. Identify yourself (or represent as appropriate).
Providers may ask for proof of identity or proof of your status as a personal representative.
3. Specify format and delivery.
If records are electronic and readily producible in the format you request, the provider must honor that if possible. Otherwise, they must supply readable paper copies (or agreeable alternative).
Some providers also offer online “patient portals” or other digital methods — if available, this is often the fastest option.
4. Timeline providers must follow:
Inspection (in person) — must be made available within 5 working days of request.
Copies (paper or electronic) — must be transmitted within 15 days of request.
For certain public-benefit related needs (e.g. applying for Medi-Cal, disability benefits, housing assistance, immigration relief), you may be entitled to receive copies free of charge — not to exceed one free copy for each relevant portion.
5. Be prepared to pay for copies (if not exempt).
Typical maximum fees under CA law are $0.25 per page for paper copies, $0.50 per page if copied from microfilm, plus reasonable clerical costs.
For radiology films (X-rays, MRIs, CTs, etc.), you may be charged the actual cost of duplication.
6. If the provider doesn’t comply, you have recourse.
You may file a complaint with Medical Board of California (if a physician or licensed provider) or potentially pursue legal action under CA law for failure to comply.
🧾 What Records Are Included — and What Might Be Excluded
Included in “medical records”: Health history, diagnoses, condition, treatment provided or proposed, physician notes, lab reports, diagnostic results, imaging reports.
What you might not get: Psychotherapy notes (which are specially protected under HIPAA) unless you explicitly authorize release.
Sensitive records (e.g. substance-abuse treatment, communicable diseases): Also subject to extra confidentiality restrictions under both state and federal law.
Records belonging to the provider: Important — the physical (or digital) records remain the provider’s property. What you have rights to is access (inspect or copy), not ownership.
📌 Tips & Best Practices — Improve Your Chances for Smooth Access
Use the patient portal (if your provider supports one) — often the fastest, free, and easiest path.
When writing your request, be specific about which records you want (dates of service, type of records — e.g. “lab results and imaging from 2022–2024”).
Keep a copy of your written request — this helps if you need to follow up, or file a complaint.
If you need records for public-benefit applications (e.g. Medi-Cal, disability, housing), mention that — you may qualify for free copies under CA law.
If your record involves a provider that closed or merged — or if you no longer know who currently holds them — you may need to contact the licensing board, relevant facility, or even a legal professional to track them down.
What You Can Do If You're Denied Access or Face Delays
Confirm your request was properly written and delivered (addressed to correct provider, clearly stated, includes identity proof).
Remind the provider of their legal duty: inspection within 5 business days; copies within 15 days; and prohibition on denying because of unpaid bills.
If they still fail to comply, you may file a complaint with the Medical Board or relevant licensing agency.
For particularly sensitive or complicated cases — closed practice, lost records, legal/immigration needs — consider consulting a legal professional.
