After graduating from college 18 years ago I moved out of the country. Now I am back and am scheduled for surgery. I would like to get my old medical files from the clinic my parents used. Their insurance covered my care. I don't think the clinic's name is the same, and I don't live in the same state. How can I locate it, and if I can, do I have the right to request my records?

C.P.

Having continuous, comprehensive medical records is important to a patient and to the doctor treating him or her. In today's mobile society, and given the current insurance environment, it is unlikely that a person will stay with a doctor for a long time. So there are provisions and mechanisms for transferring records from one doctor's office to another. You have a rock-solid right to find and request your records, and you even have the right to examine them yourself.
There are at least two ways to find your records -- the easier way and the more difficult way. If the first doesn't succeed, you may have to try the second.

The easier way is to allow your current physician to make a request for the transfer of records. Many offices have a standard transfer form that you fill out, including the name and location of your previous doctor and a statement of permission for your current doctor to obtain the records. There may be a fee involved. Most doctors or clinics do not like to give up the records completely, so they make photocopies of everything to send to the new doctor. This is primarily for liability purposes. If there are X-rays, there may be additional fees for copying. Make sure to specify that you want copies of ALL records, including X-rays.

If your current doctor's office cannot locate your original doctor, you may have to do the legwork yourself. First try directory assistance to see if your original doctor is still listed in your home community. The name of the clinic may be irrelevant. If your parents are still living, find out what they know about the doctor or the clinic. Call a hospital in your hometown for information about your doctor or clinic. You should have plenty of information resources in your hometown.

If you still cannot find your doctor, try the American Medical Association (AMA) website. This site has a "Physician Finder" service that enables you to search for information about a doctor by name or specialty, whether or not the doctor is a member of the AMA. The physician finder gives office and phone information. As a test, I searched for the doctors that have treated me and delivered my children. I found them all, with the exception of my childhood doctor -- but then he would be over 90 years old by now!

When you find your doctor, or the facility that has your records, determine the procedure for transferring records. In most cases, physicians like to send records to physicians, since laypersons may not always understand the information in patient records. It is usually best to have a physician explain the information. This information will become a part of your current records. In the future, keep track of your records and make sure they follow you wherever you go.