# Respond to a patient's request for their medical records

A compliant workflow and response for a records request, covering identity checks, the 30-day clock, form and format, fees, and allowed denials.

- Topic: Legal & Compliance
- Framework: Few-Shot
- Level: Advanced
- Tags: Email, Legal, Fill-in Template, Step-by-step
- Source: https://www.thinkwithprompt.com/prompts/respond-to-a-patient-s-request-for-their-medical-records

## Prompt

```text
Help me handle a request for medical records at our practice.

**Who is asking:** [the patient / parent of a minor / personal representative / another provider / attorney / third party named by the patient]
**Date received and how:** [DATE, portal, email, mail, in person]
**What they asked for:** [e.g. "complete record", "last 2 years of visit notes and imaging"]
**Format requested:** [paper, PDF by email, portal download, send to an app or third party]
**Our record systems:** [EHR, old paper charts, outside imaging system]
**Our state:** [STATE]
**Anything sensitive in the record:** [e.g. psychotherapy notes, substance use treatment records, minor's confidential services]

Walk me through:
1. Whether this is a HIPAA right-of-access request or a disclosure needing the patient's authorization, and what verification we need for the requester.
2. The response clock: 30 calendar days, with one 30-day extension if we notify the patient in writing with a reason. Note if state law is shorter: [CONFIRM STATE RULE].
3. Providing the records in the form and format requested if readily producible, including unencrypted email if the patient asks after being told the risk.
4. Fees: only a reasonable, cost-based fee for copying labor, supplies, and postage; no fees for search or retrieval. Mention the flat-fee option and that state limits may apply.
5. Items with special rules: psychotherapy notes, 42 CFR Part 2 records, and limited grounds for denial with review rights.
6. Information blocking considerations under the 21st Century Cures Act.

Return a step-by-step checklist, a response letter template (fulfilling, extending, or partly denying), and a log entry template. This is general information; confirm state law with our privacy officer or counsel.
```

## What to fill in

- DATE, portal, email, mail, in person
- EHR, old paper charts, outside imaging system
- STATE
- CONFIRM STATE RULE

Free to copy and use. From ThinkWithPrompt (https://www.thinkwithprompt.com/), a library of 2,663 curated AI prompts.