Medical Records Request
Process records requests with digital forms and tracking
Medical records requests are a HIPAA-regulated process that many practices still manage with paper forms, fax machines, and manual tracking. This approach is slow, error-prone, and difficult to audit. Formisoft provides a fully digital medical records request workflow that streamlines the process while maintaining strict HIPAA compliance at every step.
The workflow begins with a HIPAA-compliant authorization form that patients complete digitally. The form captures all required elements: patient identification, the specific records being requested, the authorized recipient, the purpose of disclosure, and the authorization expiration date. Patients provide an e-signature with a full audit trail, and the authorization is stored securely alongside the request record. Unlike paper forms, digital authorizations can't be lost, and every access is logged.
Once an authorization is submitted, your staff receives a notification with the complete request details. They process the request by gathering the specified records and delivering them through a secure channel. Formisoft tracks the entire lifecycle — from request submission through authorization verification, record gathering, delivery, and confirmation. This tracking ensures compliance with HIPAA's required response timelines and provides a complete audit trail for any future inquiries. Practices that handle a high volume of records requests find this workflow dramatically reduces processing time while improving compliance documentation.
How it works
Patient submits records request
Patient or authorized representative completes a HIPAA-compliant digital authorization for records release
Authorization verified
Staff reviews the digital authorization to confirm it includes all HIPAA-required elements and a valid e-signature
Records gathered and prepared
Staff locates and compiles the requested records, tracking progress against HIPAA response timelines
Secure delivery and confirmation
Records are delivered through a secure channel and completion is logged with a full audit trail
Key features
Everything you need for medical records request, built into the platform.
HIPAA-Compliant Authorization
Digital authorization forms include all required HIPAA elements with legally binding e-signatures and audit trails.
Request Lifecycle Tracking
Track every records request from submission through processing, delivery, and confirmation with timeline monitoring.
Compliance Timeline Alerts
Automated alerts when records requests approach HIPAA response deadlines, preventing compliance violations.
Secure Document Upload
Staff can upload and attach records to the request for secure digital delivery to the authorized recipient.
Authorization Expiration Management
Track authorization expiration dates and prevent processing of expired or revoked authorizations.
Complete Audit Trail
Every action on a records request is logged — who submitted it, who processed it, what was sent, and when.
Expected results
Ideal for
Recommended templates
Start with a pre-built template and customize it for your practice.
Frequently asked questions
Does the records request form meet HIPAA authorization requirements?
Yes. Formisoft's medical records release form includes all elements required by HIPAA for a valid authorization: patient identification, specific records description, authorized recipient, purpose of disclosure, expiration date, right to revoke, and signature. E-signatures include timestamps and audit trails that exceed paper documentation standards.
How does Formisoft track response timelines?
HIPAA requires practices to respond to records requests within 30 days (with one 30-day extension if needed). Formisoft tracks the submission date, processing status, and delivery date for every request. Automated alerts notify staff when requests are approaching their deadline, preventing compliance violations.
Can patients submit records requests online?
Yes. You can make the medical records request form available on your website or patient portal. Patients complete the authorization digitally from any device, including specifying which records they want, where to send them, and the purpose of the release. The request appears on your staff dashboard immediately upon submission.
Is there an audit trail for compliance purposes?
Formisoft maintains a complete audit trail for every records request: submission timestamp, authorization details, staff actions, records accessed, delivery method, delivery confirmation, and any communications. This audit trail is available for HIPAA compliance reviews and can be exported for regulatory inquiries.
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