Medical record requests

RIN Aesthetic Practice shall not release any information contained in your medical record to anyone without your written consent unless required by law.

Making a request

Should you require a copy of your medical record, you may make a request for copies of medical records in writing, dated, and signed by the person making the request. The request should include a  thorough description of the records sought. RIN Aesthetic Practice has a written medical records request form that must be utilized to obtain your records.

If someone is making the request on your behalf, he or she must provide evidence of the authority to receive the records (such as a power of attorney). RIN Aesthetic Practice shall accept a photocopy or other copy of the original signed by the requester as if it were an original.

What happens next

Upon receipt of the request, RIN Aesthetic Practice has 30 days to:

• Provide copies of the records
• Inform the requester if the information does not exist or cannot be found
• Inform the requester of the provider who now maintains the records
• Deny the records request as permitted in Virginia Code § 32.1-127.1:03 and provide the reason for the denial.

Fees and identification

RIN Aesthetic Practice may impose a reasonable cost-based fee of $20.00 for each record request, reflecting the cost of supplies and labor to copy the medical records. The requester shall provider a copy of a valid picture ID (driver's license or passport) and a self-addressed pre-stamped envelope along with the request so that the records may be mailed to the requester.

How long we keep records

RIN Aesthetic Practice will maintain patient records for a minimum of 5-7 years following your last patient encounter with the following exceptions:

• Records that have been previously transferred to another practitioner or health care provider or provided to the patient or his or her personal representative
• Records that are required by contractual obligation or federal law to be maintained for a longer period of time.

Where to send a request

Requests for records and the self-addressed pre-stamped envelope should be delivered by mail to the practice at 340 Towncenter Ln, Suite 200B, Charlottesville, VA 22911.