Get medical records

Obtaining your medical records, also known as protected health information (PHI), is an important right that allows you to review, manage, or share your health information as needed. When requesting medical records from Aurora, you can choose the format that best suits you—such as paper, email, or CD. If the records are being sent directly to another healthcare provider, there is no fee. However, if you request them for your personal use or for sending to employers or organizations, a reasonable, cost-based fee may apply. To avoid unexpected charges, it is advisable to request an itemized estimate of any fees before making your request, and to specify the format and recipient clearly.

Cost Breakdown for Medical Record Requests

• Records sent to another healthcare provider: No fee
• Records requested for personal use or to third parties (e.g., employer, attorney): Reasonable, cost-based fee may apply (costs can vary by number of pages, format, and delivery method)
• Formats available: Paper copies, email, CD

Insurance & Payment Advice

• Health insurance does not typically cover the cost of obtaining medical records for personal use.
• Ask for an itemized estimate if you expect a fee, especially for large or complex record requests.
• Provide clear authorization and specify the recipient to avoid processing delays.

Frequently Asked Questions

• How can I request my medical records from Aurora? You can request your records online, by mail, or by fax. Make sure to specify your preferred format (paper, email, CD) and include necessary authorization forms.
• Is there a fee for obtaining my medical records? If records are sent directly to a healthcare provider, there is no fee. For personal use or third-party requests, a reasonable, cost-based fee may apply.
• Can I receive my medical records electronically? Yes, you can request your records to be sent via email or provided on a CD, depending on your preference.
• How long does it take to receive my medical records? Processing times can vary, but most requests are fulfilled within a few business days. Delays may occur if forms are incomplete or additional information is needed.
• What information do I need to provide when requesting records? You will need to provide your name, date of birth, contact information, specific records requested, and a signed authorization form if required.
• Can I request records for someone else? Yes, but you will need to provide legal authorization, such as a power of attorney or proof of guardianship, along with the request.
• Will my insurance pay for the cost of obtaining records? Generally, insurance does not cover the cost of obtaining medical records for personal use or third-party requests.
• What should I do if I have questions about the process or possible fees? You can contact the medical records department for assistance and to request an itemized estimate of any applicable fees before proceeding.
• Can I request only specific parts of my medical record? Yes, you can specify which records or dates you need, which may help reduce costs and processing time.
• Who can receive my medical records? Your records can be sent to anyone you authorize, including healthcare providers, employers, attorneys, or organizations.

How patients can request medical records

Did you know you have the right to get a copy of your medical records from Aurora? Also known as protected health information (PHI), your medical records are available to you in the format you prefer (paper, email, CD, etc.). You can even get medical records online.

Your medical records can be sent to anyone, including health care providers, employers or organizations. You can also request copies of your medical records for your own personal use.

There are three ways to request medical records from Aurora:

1. Log into your LiveWell account to view your medical information and download the information to your computer or mobile device. Visit our LiveWell web page to create an account if you do not have one.
2. Complete and submit one of these two forms: Patient Request for Health Information [PDF] or authorization for disclosure of health information [PDF].
3. Write us a letter requesting the release of your health information. The letter should include:
   • Patient first name, last name and date of birth
   • The specific health information you’d like released (e.g. specific date of service, specific condition, specific physician, date range)
   • The medical record format you prefer (paper or electronic)
   • The person designated to receive the records
   • Where to send the records
   • The signature of the person whose medical records will be released (or their legal representative)

If you have questions about how to request medical records, call 414-979-4590.

Ways to send us your request for medical records

1. Submit your request by email. It’s easy to get medical records via email – whether you complete one of the forms listed above or write us a letter. Simply email your completed request – including any forms or letters as attachments – to AuroraReleaseofInfo@aah.org.
2. Mail your request to:Aurora Health Care
   Attn: Health Information Management
   8901 W. Lincoln Ave.
   West Allis, WI 53227
   PHONE: 414-979-4590
3. FAX your request to:
   414-385-8032
4. Drop off your request at any Aurora Health Care Facility.

Is there a cost for medical records?

If your medical records are being sent directly to a doctor or other health care provider, there is no fee. For other types of requests, there may be a reasonable, cost-based fee.

If you have questions about possible costs associated with getting medical records, call 414-979-4590.

How third parties can request medical records

If you’re requesting medical records for one patient, please send your request and, if needed, authorization for disclosure of health information [PDF]. Use any of the delivery methods shown above.

If you’re requesting electronic data for multiple patients as a health care provider, health plan, or HIPAA business associate of a provider or health plan in need of electronic data to perform a payment or health care-related activity (e.g. HEDIS, audits, studies) as defined by HIPAA , please submit a completed Third Party Electronic Data Request [PDF]. Use any of the delivery methods shown above.