Most patients don't realise they have a legal right to every document their doctors, hospitals and labs have ever produced about them. X-rays, blood test results, discharge summaries, clinical notes — all of it belongs to you. Yet in practice, getting hold of those records is often confusing, slow and inconsistently handled.
This guide walks you through the process step by step, in most countries, and explains what to do with your records once you have them.
Why requesting your records matters
When your full health history is in one place, every appointment becomes more productive. Your new doctor doesn't have to order repeat tests. An emergency doctor can see your allergies and current medications instantly. You can spot patterns — a steadily rising cholesterol level, for example — before they become urgent.
Records also give you a second opinion baseline. If you're deciding between treatment options, reviewing the underlying data with a specialist is far easier when you already hold the documents.
"Your medical records belong to you — legally and morally. Gathering them isn't about distrust; it's about taking an active role in your own health story."
Dr. Lina Haddad, CMO, Looms
Step 1: identify every provider who holds your data
Start by listing every hospital, clinic, specialist, lab and pharmacy you've used in recent years. Don't forget dentists, physiotherapists and any overseas providers if you received care while travelling. Each of these holds a separate slice of your history.
Step 2: submit a formal request
In most countries (including under HIPAA in the US and GDPR in Europe), providers must respond to a Subject Access Request within 30 days. Contact each provider's records office — usually called the Health Information Management or Medical Records department — and ask for a complete copy of your record.
You'll typically need to provide: your full name, date of birth, the approximate dates of care, a government-issued ID, and a signed authorisation form (most providers have their own version). Some allow email or online requests; others still require a letter or an in-person visit.
- Hospitals — contact the Medical Records or Health Information department
- GPs and clinics — ask reception or use the practice's patient portal
- Labs — request directly via their portal or customer service line
- Pharmacies — can provide a complete dispensing history
Step 3: what format to ask for
Always request a digital copy if one is available. PDF files are the most portable. Some providers can export in HL7 or FHIR format — useful if you're loading records into a health platform. Avoid accepting scanned photocopies if a native digital export is possible; they're harder to read and can't be searched.
Step 4: organise what you receive
Once your records arrive, don't just dump them in a folder and forget about them. Tag each document by type — lab result, imaging report, discharge summary, prescription — and note the date and provider. This takes an hour up front and saves enormous time later.
A platform like Looms lets you upload and organise records by type, with AI-generated summaries and automatic flagging of abnormal values. Every document you upload becomes instantly searchable and shareable with future providers.
What if a provider refuses?
Refusals are rare for routine records, but they do happen. If a provider refuses your request or misses the deadline, escalate to the relevant regulator: the Office for Civil Rights (OCR) in the US, the Information Commissioner's Office (ICO) in the UK, or your country's equivalent health data authority. Providers who refuse without a legal basis can face significant fines.
The one habit that makes everything easier
The best time to organise your records is immediately after every appointment. Upload a test result while you're still thinking about it. Add a prescription on the day it's issued. A five-minute habit after each visit means you'll never face the daunting task of reconstructing years of history from scratch.