The Canandaigua Medical Group
Medical Records

Policy for Release of Medical Records

The Canandaigua Medical Group utilizes the services of Smart Document Solutions to copy medical records. This is a national service that is used widely throughout our region.

If you wish to have a copy of your medical records all requests will be processed and billed by Smart Document Solutions.

The Canandaigua Medical Group will release the medical records of patients of Medical Group physicians in accordance with New York State Law. Please refer to the attached brochure “You and Your Medical Records” provided by the New York State Health Department.

Original medical records are the property of the physician who created them, although the patient, or someone they legally designate, has the right to access the information.

Medical records include patient chart (file), contents (notes, letters, test reports, etc.) and original x-ray films and reports. (Original x-ray films are released only to physicians under special circumstances; otherwise, duplicate films are released for a $5.00 charge per film.)

Access to medical records will be provided as follows:

• Only upon receipt of a “Request for Release of Medical Records/Records Transfer Request” form signed by the patient. Request forms are available from receptionists or attached.

• Records may be reviewed in the presence of the physician or designate, i.e., department manager, within 10 (ten) days of receipt of request. Copies will be made available within 30 (thirty) days of receipt of request and require physician review/approval.

• There will be a .75 cents/page charge unless otherwise specified.

• Documents produced by another physician and included in a Medical Group chart may NOT be available for release by a Canandaigua Medical Group physician.

• Please note: Special regulations apply to release of records for HIV testing, patients who have had treatment for psychiatric disorders, and patients who have had treatment for alcohol or substance abuse.

The Canandaigua Medical Group ensures that all healthcare information, whether in paper or electronic form, is kept strictly confidential.