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Responding to Requests for Medical Records


The Medical Practice's Quick Action Guide to Releasing Patient Records provides you with the knowledge to appropriately respond to the most common requests for medical records while protecting yourself from potential violations of patient privacy and confidentiality.

Requests for medical records can come from individuals, subpoenas, attorney’s letters, law enforcement, regulatory agencies, and patients themselves. The Health Information Portability and Accountability Act (HIPAA) of 1996 and California law provide guidance on the release of medical records. It is important to know when you can, and cannot, release records, and when to seek guidance from your medical professional liability carrier.

As a physician-owned and governed organization, CAP always focuses on the long-standing and emerging challenges and opportunities that doctors face. We hope you find this guide helpful to decrease risk in your practice while meeting the demands of your patients. Feel free to share this publication with your colleagues and physicians with whom you interact.

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CAP members receive medical liability protection from the Mutual Protection Trust (MPT). Since 2006, MPT has earned A.M. Best Company′s A+ (Superior) rating, demonstrating MPT′s financial strength and its ability to meet ongoing coverage and contractual obligations.

Medical professional liability coverage is provided to CAP members through the Mutual Protection Trust (MPT), an unincorporated interindemnity arrangement organized under Section 1280.7 of the California Insurance Code. Members pay assessments, based on risk classifications, for the amount necessary to pay claims and administrative costs. No assurance can be given as to the amount or frequency of assessments. Members also make an Initial Trust Deposit, which is refundable according to the terms of the MPT Agreement. ©2022