Secure medical records storage in Phoenix AZ.
Data Storage Centers is a medical records storage company that keeps your patient records a top priority. Fellow healthcare facilities, doctors and psychologists are currently using our patient records storage services because of our secure facility located in Phoenix, Arizona, a place known for few natural disasters. After all, they’re under obligation to keep health records, typically for 6-10 years, sometimes longer. We offer these services to our medical records clients:
- Record request – It usually takes about one day after records are found and payment is received to ship your medical records to any location you chose.
- Climate controlled storage
- Many kinds of record storage available: paper charts, xrays, etc.
- FACTA & HIPAA compliant: We follow both regulatory guidelines to ensure your records remain your sole property and are requested only by you and those qualified.
We’ll keep your data safe!
Why Choose Us?
DSC provides medical records procurement services for Medical Facilities, Doctors, Mental Health providers, Psych services and a myriad of different professions. These professionals are sometimes retired or preceeded by death and have contracted with DSC to store and manage their medical records for the full term of their legal obligation, and to facilitate the dispensation of releasing their patient’s medical records when requested. DSC meets all HIPAA standards, regulatory compliances, and State guidelines, insuring that all privacy, safety and security protocols are legally met. A signed authorization to release information form for those patients seeking their medical records is required.
Medical records are an important part of your health care. These records are a written history of your health condition and treatment. They are used by health care providers to treat you. A federal law called the HIPAA Privacy Rule gives you the right to obtain your medical record.
HIPAA stands for the “Health Insurance Portability and Accountability Act.
How to Obtain Your Medical Records from Us?
You have a right to receive your medical record.
Because we are a contracted records management company, you will have to pay a fee to get your record.
You also have the right to get a copy of your medical record. These rights are often called the right of access to your medical record. DSC will respond to your request for your records in a timely manner, this usually means once the record has been located, retrieved and the release form and fee payment have been met.
How Do I Ask for My Medical Records?
Generally, when you ask for your medical record, your request should include:
- Your name.
- Your address.
- Your telephone number.
- Your e-mail address.
- Your date of birth
- Your completed DSC request to release healthcare information form.
- What method you want your medical record released.
Can My Provider Ask Me for My Drivers License or SSN on My Request for Medical Records?
Yes. Because some health care providers use Social Security numbers as a way to Identify medical records, they may need your Social Security number to locate your Medical record. And your driver’s license number as a form of proof at identifying the person requesting information. There is nothing in the HIPAA Privacy Rule or the Social Security Act that prohibits a private provider from engaging in this practice.
How Long Should It Take to Get My Medical Records?
Under Arizona law, your health care provider must give you your medical record in a timely manner without delay. Although Arizona law does not set a precise deadline, the HIPAA Privacy Rule generally requires a provider to furnish your medical record within 30 days after they receive your request.
Can it take longer?
Yes. In certain situations, your provider is allowed to take more than 30 days to respond to your request for your medical record under the HIPAA Privacy Rule. For example, if your medical record is kept off-site, your provider may be able to take up to 60 days to respond to your request. But with DSC at the helm in most cases once the medical record has been located and retrieved and all the DSC administration and release requirements have been met, than we can typically make arrangements to issue it to you within 24 hours.
Can I Control Where My Medical Records Are Sent?
Yes. You can ask your records provider to send the medical record to your regular address (such as your home) or to another address (such as to your doctor’s office) As long as your request is reasonable, DSC will send your record to the place that you identify.
Can I Get a Paper, Email or Fax Copy?
It depends. Generally, DSC will give you your medical record in the format that it is stored. And if you request a copy of your record, DSC can provide you a fax or scan copy. Due to security concerns, many providers are reluctant to send copies of medical records by e-mail or fax. DSC will accommodate such a request as long as there is a written consent to do so.
Will I Have to Pay for My Medical Records?
Yes. DSC is allowed to charge you an administration fee for releasing your medical record. You can mail us a personal bank check or money order. This charge covers the retrieval, and US. Mail delivery cost to send you your record. DSC may charge you an additional fee(s) for other forms of delivery such as priority mail, fax or scan.
Do I Have the Right to My Medical Records if My Doctor Passes Away?
State Law gives patients and other qualified individuals access to their medical records. There generally a fee charged by a records management facility for providing your medical record. An Authorization to release healthcare information release form is usually required.
Are Doctors Required to Keep My Medical Records?
Yes, but not forever. Physicians and hospitals are required by state law to maintain patient records for at least six years from the date of the patient’s last visit. A doctor must keep obstetrical records and records of children for at least six years or until the child reaches age 19, whichever is later. Hospitals must keep obstetrical records and records of children for at least six years or until the child is age 21, whichever is later. So, for example, if you had surgery at age 11 and want your records at age 18, the law requires that the physician and the hospital have them. But, if you are 35 and are trying to track down your childhood immunization records, the law does not require either a physician or a hospital to have them.
Who Can Request Medical Records?
An individual can request his or her own medical records. The law also permits access by other “qualified persons.” This includes parents or guardians when they approved the care or when it was provided on an emergency basis. Attorneys representing patients may also request records, as can a committee appointed to represent the needs of an incompetent patient.
How Do I Request the Records?
A request for medical records can be made to the contracted Records Management facility. The request should indicate that a qualified person is making the request and should be as precise as possible. The request should identify the name from which the information is requested and describe the information being sought. Requests for information must sign a release form in order to receive file.
How Long Will it Take Me to Get Them?
Once your request is received, and the record is located, and the required release and payment protocols have been met, DSC will usually mail your medical records file within 24 hours.
Do I Have to Pay for My Records?
The law allows Records Management facilities to charge a reasonable fee for your medical records.
What Information Can I See?
Your complete medical file. Once proper release provisions have been met.
Words to Know
RECORDS PROVIDER. This guide uses the term “Records Provider” to refer to: A Records and Information Management (RIM) company.
HIPAA PRIVACY RULE. A set of legal rules written by the United States Department of Health and Human Services under the Health Insurance Portability and Accountability.
These rules give patients the right to see, copy, and amend their own health information. They also set standards protecting the privacy of health information.
HIPAA. HEALTH INSURANCE AND ACCOUNTABILITY ACT OF 1996.
This federal law directed the United States Department of Health and Human Services to write rules protecting the privacy of health information. The federal law leaves in place state laws.
Those have privacy protections that are equal to or greater than the federal law.
NOTICE OF PRIVACY PRACTICES. A notice that health care providers must give their patients That explains the patients’ rights under the HIPAA Privacy Rule. This notice must also Explain how a provider can use health information and share it with others.
PERSONAL REPRESENTATIVE. This guide uses the term “personal representative” to refer to Someone who has the legal right to make health care decisions on behalf of another Person. With respect to deceased people, the term “personal representative” is broader And includes someone who has the right to make any sort of decision on behalf of the Individual or their estate.
RETRIEVAL FEE. A fee for the administrative time spent searching for and retrieving your medical record.
RIGHT OF ACCESS. The right to see and obtain a copy of your medical record.
MENTAL HEALTH TREATMENT RECORDS, SEXUALLY TRANSMITTED DISEASES (STD).
PERSONAL NOTES AND OBSERVATIONS, SUBSTANCE ABUSE RECORDS.,
CLINICAL RECORDS OF THE OFFICE OF MENTAL HEALTH.
Some medical records may divulge mental and sensitive information such as (STD) and personal observations, and psychotherapy notes as part of the medical record.
As defined by law is sometimes part of the medical record. (If applicable) The DSC release authorization form states that the complete medical record released may include sensitive information and gives DSC consent to release the entire medical record without DSC liability.