Requesting Records for a CARTI Patient

How do I request medical records for a CARTI patient?

Our medical records department (Health Information Management) will be happy to assist you in obtaining medical records for a CARTI patient upon receipt of your request that includes a valid authorization. You can fax, mail, email or provide your authorization to release health information in person to your CARTI care team.

How long will it take to receive the medical records I request?

Our goal is to complete requests for records within 7 to 15 days after receiving the request.  If you have an emergency request, we will try our best to accommodate you.

What is a valid HIPAA compliant authorization?

We are legally required to comply with the guidelines issued by HIPAA. The HIPAA law sets the standard for a valid authorization to release information. Valid authorizations are located on the CARTI HIPAA site.

The following elements must be included in order for the authorization request to be HIPAA compliant:

What is a legal or personal representative?

The person authorized by law to act on behalf of the patient, such as the parent of a minor, a court-appointed guardian or a person appointed by the patient in a power of attorney document that is applicable to health care.

What does “minimum necessary to conduct business” mean?

If a patient is incapacitated and there is no health care proxy or other authority, the following individuals may act as Personal Representative for HIPAA purposes (see Ark. Code Ann. 20-17-214):

What if a patient is terminally ill or permanently unconscious?

If a patient is terminally ill or permanently unconscious and there is no healthcare proxy appointed, the following individuals may act as Personal Representative for HIPAA purposes (see Ark. Code Ann. 20-17-202):

How can I obtain records for a patient that is deceased?

Deceased patient records must typically be treated with the same protections as those for living patients. Therefore, the health information of a deceased patient may only be released under the following circumstances:

Is there a fee for the records?

Arkansas Code Annotated §16-46-106 sets the rates for these charges. The charge is .50 cents per page for the first 25 pages and .25 cents for each additional page. The actual cost of any required postage may also be charged. There is no charge for obtaining copies of a patient’s medical records if the records are sent to a doctor’s office, clinic, or hospital.