Medical Records

Contact the Medical Records Department

If you have a question or concern that has not been addressed by the information provided on this site, please do not hesitate to contact one of our staff members.

EMAIL:
medicalrecords@bjcbr.com

PHONE:

225-766-0050 ext. 5001

FAX:
225-819-5098

In order to make the process as convenient as possible, there are a variety of ways that a patient can acquire a copy of his/her medical records. However, each request must be submitted on the official Bone and Joint Clinic Records Request Form.

COME TO THE CLINIC

Patients can come into the clinic at any time during normal business hours, and records can usually be copied while you wait. Just let our friendly front desk staff know that you would like a copy of your medical records. They will have you fill out the request form and can assist you with any other needs you may have.

MAIL, FAX OR E-MAIL

If it isn’t convenient for you to come to the clinic, you can print the request form and return it to the medical records department via mail, fax, or email. If there is a deadline that you need the records by, please let us know so that we can make sure they are ready on time!

While most copies are provided free of charge, there are a few instances where you may incur a copy fee:

FIRST REQUEST

The first time you request your records, copies of any papers in your chart are provided free of charge. If you would like a copy of your x-ray or MRI images, a $10 fee is incurred.

SUBSEQUENT REQUESTS

Requests for copies of papers that have previously been furnished to you are subject to a per-page copy fee, as allowed by LA R.S. 40:1299.96. These fees are as follows:

• $1 per page for the first 25 pages
• $0.50 per page for pages 26–350
• $0.25 per page for 350+
• $10 per CD for copies of imaging
• $25 processing fee
• Postage (if applicable)
  
  

In order to avoid copying fees, it is recommended that you maintain the originals given to you by the clinic and furnish only copies to others who may need them.

In accordance with the HIPAA regulations, if you would like for your records to be sent to another doctor’s office, a short- or long-term disability insurance company, your attorney, etc., an authorization form must be filled out. This form legally gives the clinic permission to furnish your records to the outside party you specify. Please be sure to follow all instructions provided and fill out the form completely so that we can fulfill your request without delay. If you have questions about the form contact the medical records department.

You can review our privacy practices online here or download the PDF below.

Why do I have to go through the medical records department to get a copy of my records?

HIPAA laws require that certain procedures be followed in order to release copies of a patient’s medical record, including documentation of the request. We refer to the regulations established in the privacy and security rules. We make every effort to ensure the confidentiality of your medical record.

Where in the clinic is the medical records department located?

Our medical records department is housed in a restricted area, so most communications with patients in the clinic go through the front desk staff. If you would like to meet with a member of the staff, please let the front desk know.

I am unable to pick up my medical records myself. Can I send someone else to get them?

Due to HIPAA regulations, another person can pick up your copies only if there is a valid Designation of Personal Representative [link to .pdf] form on file. This includes spouses, parents for children over the age of 18, and any other individual, friend, or family member. If you think you have filled out a Representative form in the past, please contact us to confirm before sending someone to pick up your records.

What is HIPAA?



HIPAA, or the Health Insurance Portability and Accountability Act of 1996, is a set of federal laws put in place to regulate certain aspects of the healthcare industry. In the medical records department, we are mainly concerned with the HIPAA Privacy Rule, which provides a set of standards to follow in order to maintain patient confidentiality and privacy.