Medical Record Policy

Decatur County Primary CareMedical Records

All requests for transferring of medical records must be made in writing with the patient’s signature. Spouses or others may not sign for a competent adult. For children under the age of 18, the parent with legal custody or the legal guardian must sign the release of information request.

Legally, we are only permitted to release the records of Decatur County Primary Care. We cannot release old records sent to us from a previous provider. We will transfer “copies” of “our” records only. We are required by law to keep the original records in our possession for a minimum of 7 years. We will transfer your records to another primary care provider one time at no charge. Additional requests for copies or request from other entities will be assessed a fee. Our fee is set by governmental House Enrolled Act #1081.

• $15 retrieval fee, which includes the first ten (10) pages.
• Additional cost of $0.25 a page in excess of ten.
• Actual postage costs will be assessed.
• If the request is urgent (within 2 days) $10 may be charged for expediting the process.

Forms

If you require forms to be filled out for insurance or your employer, we request that you complete all the information that is requested from you before bringing the form into the office. Once a form has been left at the office, it will take at least 48 – 72 hours for it to be completed. This will allow the provider enough time to complete the form for you.