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Lost medical records

jlrfryejjlrfrye ohioPosts: 1,110
edited 06/11/2012 - 9:02 AM in Chronic Pain
I have a appointment with my PM doc today and I have some questions that I want some answers to. I have been waiting for the approval for the pain pump now for over a month. I was beginning to get concerned when I had not heard anything so I called my insurance company. They are waiting on medical records. So I call the surgeon and am told the Pm clinic lost all my medical records. The pain clinic did not switch over to electronic records till maybe 4 months ago. Without my records how are they going to prove medical necessity? That is 3 years of medical records gone. Where are they? What now? The pain clinic does not know that I am aware my records are lost. How do you lose someones medical records? These records have copies of my social security card, drivers license and not to mention my psych exam and all my medical treatments and history. What now? Has anyone else had to deal with this situation?


  • You should always keep your medical records for your own personal use and have a copy of all your medical history and mri cd ,

    I have akways kept a copy for my personal use so if i need to see any specialist then i dont have to ask for them and run around to ask for it before i can make an apointment,

    Might be a good idea for you to do also,

    Your dr can send off a letter to the insurance company and have the pump aproved i am sure so i would not worry too much at this point,

    Your dr can explain your condition and reason for such procedure,

    Best of luck!
    Flexicore ADR 2004 resulting nerve damage l4l5 Fusion 2006 same level, 2009 hardware removal with lami !
    2012 scs implant ,
  • I am wondering if your surgeon meant they physically lost records or when they went in the computer they have a data base retrival issue? I know as my doctors went to the electronic, they forwarded me all the CD's they didn't want, so now I have double's. The records had to come from a outside source, so they can be gotten again, for the use of the insurance company. But I also understand your concern as Lost what does that mean. I would be calling them and asking politely what is going on, or when you have your next appointment ask them what happened. I have been notified before when a laptop was lost/stolen that contained my records and they would pay for some secure thing for a year, to make sure nothing happened using my social security number.
  • jlrfryejjlrfrye ohioPosts: 1,110
    They lost my actual file that was about 5 inches thick. Im sorry to say there was no electronic back-up, the only records were the hard copies. Alex I do have copies of all my test but what about all the office visit notes? Those I do not have. Along with my psych exam I dont have a copy of that either. Maybe I should go in there tomorrow ( oh yeah they called and canceled my appt until tomorrow) with my medical records that I have copies of and ask them if they need copies. Should I charge them like they charge everyone? Lol.
  • Sounds like my NS office.... Everying is done like that still. When they moved their office they had a time finding everyones medical records. My file like yours is about 5 inches thick. Each time I have requested a copy of my records it has taken about 6 weeks that was with me calling weekly then daily.

    Your records are sitting on someones desk not filed that is all- no doubt or mis filed.

    Probably your PM doctor (hasn't done the dictations since the last visit).

    If you have copies- by all means call and offer them for a fee (my PM is free, my NS is $.07 a page) I think it was $42 for the last two copies for my attorney.

    Did they reschedule the appt they cancelled? That is scary. I would freak if my PM cancelled my appt.

    Hang in there I am sure it will work out :)

  • I work in a docs office and when we went to electronic about 4 yrs. ago we still have hard copies but we send to a storage facility that keeps medical records around the country. When we need the hard copies we call them and within a week or two we have those back. Hopefully this is what happened to yours jlrfrye. Will keep my fingers crossed that they are just misplaced. We had a doc here in NC who retired and took medical records to dumpsters around town and dumped them:( He is facing prison time instead of retirement.
  • dilaurodilauro ConnecticutPosts: 9,842
    I find the excuse "We lost your medical records" unacceptable. Sure, today almost everyone is on a regional or nation wide electronic system, but some are still with the old fashion written copies.

    During one of my volunteer jobs at our local hospital, I was storing the hard copy medical records for the patients in a specific medical department. The filing was only one step. Each of those medical records, each page, had been copied and sent to an offline site for data storage. The term "Iron Mountain" came into play as it did with most large companies.. So even if they lost their own local copy of your records, it should have been kept by an offline storage company.

    I would ask them exactly what happened to your records, where were they keep for safety. It would be so difficult for you to have tp provide a new office with your detailed records. I would also put some pressure on that office to produce information to provide to your PM.

    Working in IT for most of my career, I understand the importance of records.... I guess that is why besides having
    faith in what any office my save, I always had my own copies. Many times, I had to pay 9 cents per page, but overall
    it is worth it.
    Ron DiLauro Spine-Health System Administrator
    I am not a medical professional. I comment on personal experiences
    You can email me at: rdilauro@veritashealth.com
  • I took the advice many vets and people that were getting out "get copies of your records after each appointment". So i would request a copy of my medical records all the time. There is a heep of them but i have them. It also goes to show you that everything your doctors say is not being recorded. So as i was getting medically retired from the USAF the week of out processing they lost both volumes of my records. Thank god i listen and had a copy of all my records. They had to use my copies as a working copy of medical records. I suggest to everyone GET A COPY OF YOUR OWN RECORDS ALL THE TIME! Things get lost all the time and now that they are going digital it could more often then ever, that your records could become lost if they are not backing up files, computer crash or become corrupt. Then when your doctors is waiting for records from another doctor you can at least look at what you have now vs. making another appointment when he gets the records. This has always been successful for myself and my doctors. They will still request the records but you dont have to waste another day.
  • My primary physician for the last 27 yrs. is missing along with her husband. I called her office on Monday Aug. 20 to let her know how the Cymbalta she started me on 2 weeks ago was working and the answering service finally answered and said that the office was closed because they were short staffed and if emergency to go to ER. I called again on Tuesday and was told by answering service that doctor was out sick and they were trying to get a doctor to come in for emergency visits. I called on Wed. and a doctor was seeing patients for acute visits from 9 until 4 but were not taking phone calls. By then I was concerned that maybe she was very ill because in 27 yrs. she had never completely closed the office. Today I came by and there were so many cars in parking lot you could not get in and I drove on home and once again tried to call and was told by a friend who has worked for her for yrs. that the doctor and her husband were missing and had not returned from weekend getaway and did not show up for work Monday morning. She was crying hysterically which made me start crying. I turned the 6 o'clock news on and there was her picture and they are investigating whether there is foul play involved. I started crying again. This woman has been there since my daughter was very ill at 10 months old and had to be hospitilized and she was there at hospital when my son was born. She was there when she had to tell my mama that she had terminal cancer and cried with us. She has been there since the very beginning of my back pain journey and has always believed me and helped me and when she couldn't help she sent me to someone who could. She has 2 teenage sons and one of them called and reported them missing:( I am so numb and grieving that I didn't even think about medical records until my pharmacist called and said we only had until 4:30 today to get signed release forms to office and tomorrow to fax them in and then the office will be closed. I dont know if maybe they know that she is not coming back but apparantly even if they are alive she will no longer have a practice. I have many yrs. of records that I will need for my disability application in October. Not sure what to do at this time. Surely someone will have to keep records and get them to the patients in future. She had thousands of patients and many businesses where she was company doctor so I just hope my records are there when I need to get them. I am going to try and get the primary I worked for to send a request for records tomorrow. Anyone have any idea on what I should do????

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