How To Retrieve Old Medical Records (Even From Closed Hospitals)

You can still retrieve old medical records even if the hospital has since closed or the treatment happened years ago. Whether you need the health information for ongoing care, insurance claims, or legal purposes, knowing how to retrieve old medical records can save you time, stress, and unnecessary costs.

If you’re unsure how to retrieve old medical records, start by confirming which facilities treated you and what dates to target.

To retrieve old medical records, you can request directly from your healthcare provider, access them online through patient portals, or authorize your attorney to obtain them through a subpoena if you need them for legal proceedings. We’ve covered the step-by-step process in this blog.

At On-Call Legal Process Servers, we help individuals, attorneys, and law firms retrieve medical records efficiently and securely. Our team has over 16 years of nationwide experience handling record requests, subpoena services, and HIPAA and state authorizations with precision and care. Contact us today to get your medical records retrieved fast and without hassle.

This guide explains how to retrieve old medical records, what information you’ll need, how far back you can access old medical records, and what to do if your hospital has closed or merged.

What Information Is Needed to Retrieve Old Medical Records?

To retrieve your medical records, healthcare providers require certain details to verify your identity and locate the correct files. You should provide them with complete and accurate information to avoid delays or denials. Such information includes the following:

Personal Identification Information

The hospital or clinic needs to confirm your identity before releasing any documents. You may need to provide your full legal name, date of birth, social security number, current address, phone number, and email if needed. Most facilities also ask for a copy of a government-issued photo ID, such as a driver’s license or passport, to verify that the request is genuine.

Details About the Medical Records You Need

To locate medical records quickly, health care providers need specific information about the particular records you’re looking for. Include the name of the hospital or doctor, the dates of treatment, and the type of records you need. You can request your full medical history, test or lab results, x-rays, medical images, immunization records, hospital discharge summaries, or billing information. The clearer your request, the faster it will be processed.

Authorization to Release Records

Medical facilities require written permission before releasing your records. You’ll be required to complete an Authorization Form under the Health Insurance Portability and Accountability Act (HIPAA). The form includes your name, signature, the date, and the name of the person or organization allowed to receive the records. The form may also ask for the reason for your request, such as personal use or transfer to another doctor, and how long the authorization should remain valid.

Proof of Relationship for Third-Party Requests

If you’re requesting health records for someone else, you must show legal proof of your right to access them. For a child, you may need to submit the child’s birth certificate and a parent’s ID. For an adult, you may need a power of attorney or guardianship papers. For a deceased person, the facility may ask for a copy of the death certificate and documents showing you are the executor or legal representative of their estate.

Delivery Preferences

When submitting your request, you will have to state how you’d like to receive your records. You can choose printed copies of paper records mailed or picked up in person, or digital copies sent by email, uploaded to a patient portal, or provided on a CD or USB drive. Double-check that your address or email is correct to avoid delays.

How to Retrieve Old Medical Records: Step-by-Step

With the right details and a few simple steps, you can get copies of your past medical history quickly and securely. Here, we’ve provided a step-by-step guide on how to retrieve old medical records to make the process smooth and efficient.

Use this checklist as a quick reference when learning how to retrieve old medical records efficiently.

1. List Where You Received Care: Start by writing down all the hospitals, clinics, or doctors’ offices where you were treated. This helps you know exactly who to contact and avoid missing any provider. Include approximate treatment dates and any patient or account numbers you remember.
2. Gather Your ID and Contact Details: Before making a request, prepare your personal details and identification. You’ll need your full name, date of birth, address, and phone number, along with a copy of a government-issued photo ID such as a driver’s license or passport.
3. Check Online Portals and Insurers First: If you used a patient portal like MyChart or Epic, log in and download your available records. You can also contact your health insurance provider for a claims summary. It lists the places and dates of care, which helps you locate older patient records.
4. Contact the Records Department: Reach out to the Health Information Management (HIM) or medical records department of each facility. Ask if your records are still stored there or have been moved to another location. Keep track of names and dates for easy follow-up.
5. Complete the Authorization Form: You must sign a HIPAA release of information form before your records can be released. Fill it out with your name, signature, the date, what records you want, and who should receive them. Without this form, the facility can’t legally share your information.
6. Specify Exact Records and Delivery Method: Be clear about the type of records you want, such as lab results, imaging, or discharge summaries. Also, specify how you’d like to receive them. Choose between mail, email, patient portal/website, CD, or USB, and make sure your contact details are correct.
7. Ask About Fees and Payment Options: Some facilities charge a small fee for copying or mailing records. For example, under California Health & Safety Code §123110, providers can charge a reasonable fee for copying or mailing medical records. For paper copies, this is usually around $0.25 to $0.50 per page, and for electronic medical records, it’s often less. Ask about costs and payment methods before submitting your request.
8. Follow Special Steps if the Provider Closed or Merged: If your old doctor’s office is closed, contact your state medical board or local health department. They can tell you where the records were transferred or which company stores them.
9. Track, Secure, and Store the Records You Receive: Keep copies of your requests and follow up if you don’t get a response within 30 days. Once you receive your records, store them safely in a password-protected folder or locked cabinet, and destroy any unnecessary paper copies.

How to Retrieve Old Medical Records Through a Subpoena

Yes, you can subpoena medical records if the records are needed for a legal case, such as a personal injury claim, malpractice suit, or insurance dispute. A subpoena is a formal legal order that compels a hospital, clinic, or custodian of records to release specific documents.

This legal path is often essential when figuring out how to retrieve old medical records for litigation or insurance disputes.

To issue a subpoena, your attorney or a subpoena service provider must prepare and serve the subpoena according to the subpoena service rules in your jurisdiction. The subpoena must clearly identify the patient, the type of records requested, the dates of treatment, and where the records should be sent.

Keep in mind that you’ll have to cover the cost of serving the subpoena, which may range from $50 to $300. The exact cost depends on the recipient’s location and the urgency of the service. It’s best to work with an experienced process server to be sure your subpoena is correct and compliant.

How to Retrieve Old Medical Records From a Closed Hospital

When a hospital closes, its patient records don’t disappear. They’re usually transferred to another custodian, storage company, or health department for safekeeping. Finding such records can take extra effort, especially if the closure happened years ago.

The steps below outline how to retrieve old medical records when a facility has closed or merged. If you were treated at a hospital that has shut down in California or another state, here are guidelines on how to locate and retrieve your medical records.

• Confirm That the Hospital Is Officially Closed – Many seeming “closures” are actually mergers or ownership changes. So, start by verifying that the hospital has indeed shut down rather than merged with another facility. A quick web search or call to the county health department can confirm the hospital’s status.
• Find Out Who Manages the Hospital’s Old Records – When a hospital closes, a designated custodian of records takes over responsibility for storing and releasing patient information. If you know the parent company, contact them directly to ask where records are kept. If your hospital merged or was acquired, the new organization often keeps past patient files. Older records related to federal programs may also be transferred to national archives.
• Check With the State Licensing or Regulatory Agency – If you can’t find the custodian, reach out to your county health department, the state health department, or medical licensing board. They maintain closure reports and can tell you which organization or archive holds the medical records for that facility. In California, this would be the California Department of Public Health (CDPH) or the Medical Board of California.
• Search Through Your Health Insurance Provider or Physician Network – If you received treatment under a health insurance plan, your insurer may still have billing records that list where and when services were provided. This can help you identify who took over the facility’s records. Likewise, if you had a primary care physician affiliated with the hospital, contact their office. They often know where the hospital’s archives are now stored.
• Submit a Written Request to the Custodian or Agency – Once you locate who holds the records, send a formal medical records request letter along with a HIPAA authorization form. Include your full name, date of birth, treatment dates, and a copy of your photo ID. Clearly state that the hospital has closed and name the facility. If you’re requesting records for legal or insurance purposes, mention that in your letter as it helps prioritize your request.
• Allow Time for Processing – Retrieving records from a closed hospital can take longer than usual because old files may be archived or in off-site storage. Processing times vary, but California law requires the healthcare provider to respond within 15 business days of receiving a complete request. However, out-of-state or private custodians might take up to 30–45 days.
• Keep Copies and Store Them Safely – Once you receive your records, save both digital and paper copies in a secure location. Consider scanning them into a password-protected folder or encrypted drive. If you ever need them again for medical, insurance, or legal purposes, having your own copy will make future requests much easier.

How Far Back Can I Retrieve Medical Records?

How far back you can retrieve medical records depends on both state retention laws and individual hospital or clinic policies. Federal law under HIPAA does not set a specific retention period for medical records. Instead, it focuses on patient access and privacy rights. However, healthcare organizations are expected to keep records long enough to ensure continuity of care and legal compliance.

On other hand, in most states, hospitals and doctors must retain adult patient records for at least seven years after the last date of treatment. For minors, records are generally kept at least one year after the patient has reached age 18, as stated by the California HSC 123145. Note also that some facilities, especially large hospital networks, may keep digital records indefinitely for reference or research, even after the legal minimum period has passed.

What Privacy Laws Regulate Patient Rights of Access to Old Medical Records?

Access to medical records in the United States is protected by both federal law and state regulations. These laws govern who can access medical records, how long they must be kept, and what healthcare providers must do to release them safely.

The Health Insurance Portability and Accountability Act (HIPAA) is the main federal law that governs access to medical records. It gives every patient the right to review and obtain copies of their health information. Under the HIPAA, a patient can also request to correct errors in their health information held by hospitals, clinics, and other healthcare providers. HIPAA violations can result in civil fines or, in serious cases, criminal penalties for unauthorized disclosure or denial of access.

Moreover, every state has its own medical privacy and access laws that work alongside HIPAA. These laws may set shorter deadlines, stricter privacy protections, or longer record retention requirements. For example, California’s Confidentiality of Medical Information Act (CMIA) limits who can access patient data and allows patients to sue if their medical information is disclosed without proper authorization. Violations of the CMIA can lead to penalties of up to $25,000 per incident, and up to $250,000 per violation if done willfully or for profit.

If a provider refuses access or mishandles medical records, you can file complaints with the U.S. Department of Health and Human Services (HHS) or the Office for Civil Rights (OCR). For denied access and other state-level complaints in California, you can file complaints with the CDPH or the Medical Board of California. These agencies can investigate, enforce penalties, and compel health care providers to release records lawfully.

What Are the Costs and Fees for Retrieving Medical Records?

The cost of retrieving old medical records depends on state laws, provider policies, and the format you request. Under HIPAA, healthcare providers are allowed to charge only reasonable, cost-based fees to cover the labor, copying, and mailing of records. They cannot charge for searching, retrieving, or verifying information. In most cases, electronic copies are the cheapest option and are often provided free of charge through patient portals or email.

In states like California, fees are specifically regulated. Providers are not allowed to charge more than $0.25 per page for paper copies or $0.50 per page for microfilm. They may also include reasonable clerical costs for mailing. Some third-party custodians or closed facilities may also charge a small administrative fee. To avoid surprises, it’s best to ask for an estimate before submitting your request or to request digital delivery whenever possible.

Can You Access Old Medical Records Online?

Yes. In most cases, you can access old health records online, especially if the healthcare provider uses an electronic health record (EHR) system. Most hospitals and clinics now offer patient portals that let you locate medical records online. You can download your medical history, past prescriptions, and visit summaries. That way, you don’t need to visit the facility in person. However, how much information you can access and how far back it goes depends on the provider’s digital record system and retention policies.

However, not all records are immediately available online. Some hospitals restrict online access to the most recent 3–10 years of records, while older archives may only be retrievable by written request. Privacy laws also limit online sharing of sensitive information, such as psychotherapy notes or third-party documents. If a facility has closed or merged, its online systems may have been deactivated. In that case, you’ll need to track down the records custodian or successor hospital to access your files.

When accessing medical records online, always use a secure internet connection and strong passwords. Avoid using public Wi-Fi and make sure you log out after every session. If you download your records, store them in an encrypted or password-protected folder to prevent unauthorized access.

Let’s Help You Retrieve Your Old Medical Records

Retrieving old medical records is easier when you know the right steps. The key is identifying the right custodian, providing accurate information, and following up promptly. If the records aren’t available online, you may have to contact the facility’s records department and specify your preferred delivery method. For closed hospitals, reach out to your state health department or medical board to locate who now manages their archives.

Understanding how to retrieve old medical records helps you avoid delays, stay HIPAA-compliant, and reduce unnecessary costs.

At On-Call Legal Process Servers, we make the retrieval process faster and more secure for individuals and law firms. With over 16 years of experience, our team ensures every record is obtained securely, accurately, and within HIPAA and state compliance standards. Reach out to us today for a free consultation.

FAQs

With over 10 years of experience in legal services, we’ve provided some quick answers to common questions about locating and requesting your past medical information.

What is the easiest way to find old medical records?

The easiest way is to contact your previous healthcare provider or log in to your patient portal if one is available. Many hospitals and clinics now use electronic systems like MyChart or Epic, where you can download your records directly. If the facility has closed, check with your state health department to find out where the records were transferred. To save time and stress, you can hire a medical record retrieval company, especially for lawyers and law firms.

Are medical records kept forever?

No, medical records are not kept forever. Most healthcare providers keep adult records for at least seven years and minor records until at least one year after the patient turns 18. After that, records may be securely destroyed or archived depending on state law and facility policy.

Are there any costs associated with retrieving old medical records?

Yes, but fees are usually small. Under HIPAA, providers can charge only reasonable, cost-based fees for copying and mailing records. In California, for example, the fee is typically no more than $0.25 per page or less for electronic medical records.