An MRI scan copy consists of two distinct parts: the actual medical images and the radiologist’s written report. The images are detailed digital pictures of your anatomy, usually provided as DICOM files, the standard format for medical imaging. The written report provides the official professional interpretation of those images. Having both components ensures you possess the complete record of the examination.
Your Legal Right to Medical Records
The ability to obtain a copy of your MRI scan is grounded in federal law, specifically the Health Insurance Portability and Accountability Act (HIPAA). This legislation grants individuals the right to access their protected health information, including medical images and reports. This right applies to all covered entities, such as hospitals and independent imaging centers, that maintain your records.
Providers must respond to a request for records within a reasonable timeframe, which HIPAA specifies as no later than 30 days after receiving the request. If the provider requires more time, they can extend the response period by up to an additional 30 days, but they must inform you of the delay and the reason.
Step-by-Step Guide to Requesting Your Scan
The process begins with identifying the correct administrative office at the facility where the scan was performed. This office is usually the Medical Records Department or the Health Information Management (HIM) Department. If the scan was done at a dedicated imaging center, contact their administrative desk or image management team.
You must complete an official document known as a “Release of Information” form or an Authorization for Disclosure of Health Information. This form confirms your identity and specifies exactly which records you are requesting. Be precise by including your full legal name, date of birth, the date the MRI was performed, and the specific type of scan requested.
On the form, you must designate the recipient of the records, which can be yourself or a third party, such as a specialist for a second opinion. Sending the images directly to another physician is often the most efficient way to ensure they receive the necessary files. If requesting the records for yourself, indicate the exact delivery format you prefer, as this affects how the facility fulfills the request.
Delivery Formats and Associated Fees
MRI scan images and reports are commonly delivered using several methods. The most traditional method is a physical CD or DVD containing the DICOM files. Many modern facilities offer access through a secure patient portal, allowing you to view or download the report and sometimes the images directly. For transferring large image files to another healthcare provider, the facility may use a secure, cloud-based image sharing platform.
Providers are permitted to charge a “reasonable, cost-based fee” only for the actual cost of copying the records. This fee can include labor for copying, the cost of supplies like a CD, and postage. They cannot charge for the time spent searching for or retrieving the records.
For electronic copies of records maintained electronically, federal guidance suggests a flat fee not to exceed $6.50, inclusive of all labor and supplies, is a reasonable charge. If you request a physical CD, the cost may be slightly higher to cover the media and shipping, but it must still be cost-based. While the legal response time is up to 30 days, many facilities process simple requests within 5 to 10 business days, especially if the CD is picked up in person.