Obtaining your own medical scans, such as Magnetic Resonance Imaging (MRI) results, is common for patients seeking second opinions or transferring care. These images are specialized medical files, often stored in the Digital Imaging and Communications in Medicine (DICOM) format. This standardized file type contains the actual image data, patient details, and scan parameters. As the individual to whom these records pertain, you have a protected right to access and obtain copies from the facility that performed the study.
Your Legal Right to Medical Records
Accessing your MRI images is a legal mandate grounded in federal law, not just a courtesy. This patient right ensures individuals can obtain copies of their protected health information, including all diagnostic images. Health systems and providers must comply with these requests because the information belongs to the patient, even if the facility maintains the physical record.
This legal foundation empowers individuals to manage their health care and facilitates transitions between medical providers. It holds health care providers accountable for offering timely access to the designated record set, which encompasses medical images. The patient’s right to access their information must be honored without unnecessary obstacles.
Step-by-Step Guide to Requesting Images
The first step in acquiring your MRI images is identifying the correct point of contact at the facility where the scan was performed. This is typically the Radiology Department’s image management section or the central Health Information Management (HIM) department (Medical Records). Calling the facility first to confirm which department handles image release can save significant time.
You will need to complete a formal written request, often titled an Authorization for Release of Information form. This document must clearly specify the exact images you are requesting, such as “MRI of the left knee performed on [Date],” to ensure the correct files are pulled. Identity verification is a standard component of this process, requiring a valid photo ID to confirm you are the patient or the authorized representative.
Once the facility receives your completed form, they must process the request promptly. Federal guidelines allow a maximum of 30 calendar days to fulfill a request for records. However, facilities often provide images much faster, especially when the request is for an immediate continuation of care. It is wise to inquire about the expected turnaround time when submitting your request.
Understanding Image Formats and Associated Fees
Medical images are most commonly delivered to patients in one of two formats: a physical CD/DVD or via a secure electronic transfer. The CD or DVD typically contains the DICOM images, often packaged with simple viewer software to allow scrolling through the cross-sectional image slices on a personal computer. Electronic transfer may occur through a secure patient portal, a dedicated image-sharing platform, or an encrypted email link.
While you have a right to your information, providers can charge a reasonable, cost-based fee for the preparation and delivery of these copies. This fee is meant to cover the actual costs incurred, such as supplies (blank CD or DVD), labor involved in copying the files, and postage if the disc is mailed. The fee is based on these costs and is not a charge for the medical information itself.
For instance, the cost for a physical CD copy is usually a small, flat fee covering the media and staff time. If you request the images be sent directly to another health care provider for treatment purposes, federal law mandates that this transfer must be done without charge. Always confirm the fee structure with the HIM department before submitting your request, especially if obtaining the images for personal use or a second opinion.