Ultrasound imaging uses high-frequency sound waves to create live images of internal body structures, such as organs, blood vessels, and soft tissues. This technology is widely used for diagnostic purposes, including fetal monitoring, abdominal assessments, and vascular studies. Patients often receive keepsake photos printed on thermal paper for immediate personal use. These paper images are separate from the complete diagnostic image set, which is the official medical record stored by the healthcare provider. Accessing the full record may be necessary for continuity of care, seeking a second opinion, or maintaining a personal health history.
Legal Right to Access Ultrasound Records
Patients possess a legal right to access and obtain copies of their medical records, including diagnostic images like ultrasounds. In the United States, this right is mandated under the Health Insurance Portability and Accountability Act (HIPAA) Privacy Rule. The law grants individuals the right to see and receive copies of their protected health information (PHI) within their designated record set.
Diagnostic images, such as those from a fetal or abdominal ultrasound, are considered PHI because they contain identifiable patient information. Although the healthcare facility owns the physical or electronic files, the information itself belongs to the patient. This legal framework ensures patients can direct their provider to transmit their PHI to themselves or to a designated third party, such as a specialist for review.
Practical Steps for Obtaining Images
Acquiring official ultrasound images involves following a specific administrative process with the healthcare provider or imaging facility. The initial step is to identify the correct department responsible for releasing medical information, typically the Health Information Management (HIM) or Medical Records department. Contacting this department will provide the specific procedures and necessary forms for the request.
Patients must complete an official authorization form, often called a Release of Information (ROI) form, to initiate the process. This form requires specific details, including the patient’s full name, date of birth, contact information, and the exact date(s) of service for the ultrasound exam. Being specific about the exam type and date helps prevent delays in retrieval.
After submitting the completed and signed form, the healthcare entity must process the request within a legally defined timeframe. Under HIPAA, the standard timeframe for fulfilling a request is generally 30 calendar days from the date of receipt. Providers are permitted a one-time extension of an additional 30 days if they notify the requester in writing and explain the reason for the delay.
Image Formats and Potential Fees
The official diagnostic ultrasound images are provided in a format that allows other medical professionals to view and interpret them effectively. These images are often delivered electronically via a secure patient portal, a cloud-based service, or on physical media such as a CD or DVD. The standard format for medical images is DICOM (Digital Imaging and Communications in Medicine), which allows for high-quality viewing and comparison using specialized software.
While patients have a right to access their records, administrative and reproduction fees may sometimes apply for copies of the images. Under federal law, these fees are limited to cost-based copying fees, covering supplies, labor, and postage. Many facilities offer electronic delivery, such as through a patient portal or secure email, at no cost. If a patient requests a physical copy, such as a burned CD or specialized film, the facility may charge a reasonable fee for the materials and labor involved.