How to Transfer Medical Records to Us

When you decide to switch healthcare providers or start care at a new clinic, one of the most important steps is transferring your medical records. Your medical history, test results, medications, and treatment plans are essential for your new healthcare team to provide safe, effective care tailored to your needs.

If you’re planning to receive care at our Miami urgent care center, transferring your medical records to us is easy — and this guide will walk you through the process so you can make the switch smoothly and confidently.

Why Transferring Medical Records Matters

Your medical records contain vital information such as:

Past illnesses and surgeries
Allergies and immunizations
Current medications and dosages
Lab tests, X-rays, and imaging results
Notes from your previous healthcare providers

When your new care team has access to this information, they can:

Avoid repeating tests unnecessarily
Make informed decisions about your treatment
Monitor chronic conditions accurately
Provide faster and safer care during emergencies

Having your records on file at our clinic means a better, more coordinated experience every time you visit.

Step 1: Request Your Medical Records

To start, you need to request your records from your previous healthcare provider(s). Here’s how:

Contact the provider’s office or medical records department. Many have a dedicated process for releasing records.
Fill out a medical records release form. This form authorizes them to send your records to another provider.
Provide your personal details, such as your full name, date of birth, and the specific records you want transferred.
Specify that you want the records sent to our urgent care center — provide our clinic’s name, address, fax number, or secure electronic health record (EHR) portal info, if applicable.

Step 2: Choose Your Transfer Method

Medical records can be transferred in several ways:

Electronic transfer (EHR): The fastest and most secure method, especially if both clinics use compatible electronic systems.
Fax: Some offices fax printed copies directly to our clinic.
Mail: Paper copies can be mailed to our office address but this takes longer.
Patient pick-up: You can collect your records and bring them to us yourself, but be sure to keep them secure.

Ask your previous provider which method they use and confirm the correct contact details for sending records to us.

Step 3: Follow Up With Your Previous Provider

Once you submit the request:

Ask how long the transfer will take—typically a few days to two weeks.
Confirm there are no fees for copying or sending your records; some providers may charge a nominal fee.
Keep a copy of your request form and any confirmation numbers.

Step 4: Notify Our Clinic

After initiating the transfer, give us a quick call at 305-344-CARE (2273) to let us know your records are on the way. Our staff will monitor incoming records and notify your provider if anything is missing or delayed.

Step 5: Confirm Records Have Arrived

When your records arrive, we’ll review them to ensure we have what we need to start or continue your care safely. If additional information is required, we may contact you or your previous provider.

Tips for a Smooth Medical Record Transfer

Request records well before your first appointment if possible.
Bring any recent test results or prescriptions with you to your first visit.
Keep copies of your important health documents in case of delays.
Inform our staff if you have multiple providers so we can collect records from all relevant sources.