Response Time and Delivery of Medical Records After They Are Requested


When you work in a medical office, there could be times when outside sources want to view patient charts. Doctors in the office might need to view the charts as well in order to see the medical history of a patient before an appointment or before treatment begins. The following are a few ways that you can improve the medical chart retrieval process to protect the privacy of everyone involved and to ensure that the information is delivered in a timely manner.

Proper Flow

When a medical chart is requested, there is usually a proper flow of how the task is handled. You’re going to need to ensure that the person requesting the chart has permission to view the details that are on it as some patients might not want others to know about their medical history. Once you have verified that the person can have access, the chart needs to be securely delivered to the recipient.


Sometimes, technology is the best way to handle medical chart retrieval. You can quickly enter a patient’s name in the computer system to see the details that are requested. Most charts can then be emailed or faxed if there is a secure pathway. Try to stay on top of the latest technology in order to deliver medical charts quickly and sufficiently.


Make sure you respond in some way when the request is made. If you know that it’s going to take some time to retrieve the chart, then you need to let the person know so that they aren’t waiting to receive information. If you have time available, then you need to work to find the name of the patient as well as the files that are needed, getting them prepared to send so that the patient’s medical care is addressed.

Contact GeBBS Healthcare Solutions for more information about the best way to complete retrievals for medical charts.