What Happens to Medical Records After You Leave a Practice?

Who Owns and Stores Your Records

Many patients assume their records belong to them personally. In practice, the law looks at ownership in a different way. The physical record, whether it is a paper chart or a digital file, belongs to the provider or the facility that created it. The details inside are about you, and you have the legal right to see them, but the clinic is the one responsible for keeping and maintaining the record. When you leave a practice, those records remain in place. Clinics are required by state and federal law to hold onto them for a set period of time. The exact number of years varies depending on where you live and the type of care received. Some states require records to be kept for at least seven years after your last visit, while pediatric records must sometimes be held until the child reaches adulthood, plus a few additional years. Hospitals and specialty clinics may have their own longer timelines. This legal structure is designed to protect patients and provide continuity of care. Even if you switch providers, the record of your diagnoses, test results, medications, and procedures remains in place at the old clinic. It serves as a permanent archive of your medical history.

How Practices Transfer or Share Records

Accessing your medical records is a right guaranteed under federal law through HIPAA. But having the right and actually getting the documents are two different things. Most practices will ask you to complete a written authorization form before releasing or transferring records. This protects your privacy and creates a clear paper trail of where the information is sent. When you move to a new doctor, you can usually request that your old practice forward the records directly. Some clinics charge a small fee for copying or transmitting the files, especially if paper records need to be scanned. Others handle the process electronically at no cost. Increasingly, health systems are moving toward secure digital portals that make sharing easier, but it still depends on how modern the practice’s systems are. It is important to know that clinics are not required to send your entire file unless you ask for it. Sometimes, only a summary or key portions are shared, which can leave out useful details. If you want the complete history, make sure your request is specific. Having your own copy also means you can provide accurate information in the future, whether you are changing providers again or working with a medical records reviewer.

What Happens When a Practice Closes

Patients sometimes feel anxious about records when a clinic shuts down or a doctor retires. There are protections in place to make sure medical records are not lost. If a practice closes, secure storage arrangements are required. Many times another local clinic or hospital will take over the files. In other cases, a storage service will be given responsibility. Patients are normally notified in advance and told how they can get their copies. The process may feel less straightforward than transferring between active practices, so it helps to act quickly if you hear your doctor is retiring or moving. Waiting too long can create confusion about where the records are stored and how to access them. For patients who need a medical record review for insurance, disability, or legal purposes, locating these files can be critical. Staying proactive helps you avoid delays.

How You Can Stay in Control

Practices are required to store and safeguard your records, but you are the one who benefits from having easy access to them. A few simple habits can make a big difference in staying in control of your health information:

• Request copies early. Don’t wait until an emergency or last-minute appointment to track down old files.
• Keep digital and paper versions. Even if your new clinic gets the files, having your own set makes sure that nothing is lost in the shuffle.
• Check accuracy. Mistakes happen. Reading through your own records helps you catch errors in medications, allergies, or history.
• Update with each move. Anytime you change doctors, ask for a transfer and a personal copy.

Being organized with your medical records gives you confidence and security. It means you can answer questions about past treatments, provide complete information to specialists, and avoid repeating tests that have already been done. It also puts you in a better position when outside reviewers or agencies request documentation.

Do You Need Help with Medical Records?

Medical records don’t vanish when you leave a practice. They remain with the provider who created them, stored under state and federal guidelines for years to come. If the office closes, the records can be transferred, summarized, or placed in secure storage with another group. The record itself belongs to the clinic, but you always have the right to access the information. Requesting copies, keeping a file for yourself, and reviewing the details for accuracy help you stay in charge of your health history. At Physicians Educate People, we believe patients should be equipped to understand and manage their medical information. Whether you are preparing for a move, managing care across multiple providers, or planning for a medical records reviewer, knowing how the system works protects your peace of mind. Contact us for reliable support if you need help accessing or understanding the details of your information or if you need medical record review services.