Ultrasound technology uses high-frequency sound waves to create a real-time visual representation of internal body structures, providing diagnostic information without using radiation. This imaging technique captures dynamic processes and static anatomical views, which are saved as digital files during the examination. Patients frequently wish to obtain copies of these images, whether for personal interest, second opinions, or future medical reference. Fortunately, patients in the United States generally maintain a right of access to their complete medical records, including diagnostic images, upon request.
The Patient’s Legal Right to Access Medical Records
The images and reports generated during an ultrasound examination are categorized as protected health information (PHI), making them part of a patient’s official medical record. While the healthcare facility owns the equipment and maintains the archive, the data itself belongs to the patient. Federal law establishes this right, mandating that covered healthcare providers must offer individuals access to their records. Patients have the right to inspect their records or receive a copy in the format they prefer, provided the facility can reasonably produce it.
This right extends to all recorded diagnostic information, including the ultrasound images themselves, not just the written report. The regulation ensures patients can actively participate in their healthcare decisions and easily share information with other providers. Images containing personal identifiers, such as the patient’s name or medical record number, are explicitly subject to these privacy and access rules.
Healthcare facilities are required to comply with a patient’s request for records within a specific timeframe, typically within 30 days of receiving the request. If the facility does not maintain the specific PHI requested, they must inform the patient where the information is located, if known. This legal framework makes obtaining your ultrasound images a procedural matter. Patients can designate a third party, such as another physician or a family member, to receive the images directly, provided the request is submitted in writing with a clear signature.
Practical Steps for Requesting Ultrasound Images
Obtaining official copies of ultrasound images requires navigating the facility’s administrative structure rather than asking the technician or physician directly. The correct contact is the Health Information Management (HIM) department, often called Medical Records, which manages the secure storage and release of all patient data. Contact this department for the specific forms needed to authorize the release of your images. These release forms are mandatory to verify your identity and specific request, ensuring compliance with privacy regulations.
The request form requires details such as the date of the scan, the type of ultrasound performed, and the specific images you need. It is important to distinguish between informal thermal printouts, or “keepsake” photos, and the official diagnostic images. The diagnostic images are high-resolution files representing the complete study, stored in the facility’s Picture Archiving and Communication System (PACS). Requesting the entire study ensures you receive the full diagnostic record reviewed by the radiologist.
For scans performed in the past, contact the HIM department, as all diagnostic images are electronically archived for a legally determined period, often seven years or more. Retrieval of older records may involve a slightly longer processing time. Once the request form is submitted, the facility generally has 30 days to fulfill the request, though many providers complete the process sooner. Confirm the required format on the form, specifying whether you prefer a digital copy or a physical medium.
Understanding Image Delivery Formats and Potential Fees
The official, high-resolution ultrasound images are typically stored in the Digital Imaging and Communications in Medicine (DICOM) format, the international standard for medical images. This specialized format often requires dedicated viewing software, though the facility may provide the images on a CD or DVD that includes a basic viewer. Many healthcare systems now offer images through a secure patient portal, allowing for convenient electronic access and sharing. Physical film or prints of diagnostic images are less common due to the shift toward digital archiving.
While patients have a right to access their records, facilities are permitted to charge a reasonable, cost-based fee for the copying and reproduction of those records. This fee covers the cost of supplies (such as a CD or flash drive), the labor involved in preparing and copying the files, and any necessary postage. For electronic copies of PHI maintained electronically, providers may charge a flat rate that cannot exceed $6.50.
Inquire about the exact fee structure when submitting your request to avoid unexpected charges. This cost-based fee is for the complete, high-fidelity diagnostic file set that forms the permanent record of the examination. This contrasts with the immediate, informal thermal paper prints often handed out during the scan, which are typically free but are low-quality copies not suitable for diagnostic review.