PVMED Medical Record Transfer Request Policy

Policy SUMMARY

  • Healthcare Providers: The best way to send/receive medical records is a C-CDA CCD through Direct Messaging. Send PVMED a Direct Message with your own or the PVMED PHI release form and PVMED will respond with a copy of the requested patient medical records via DM. DM is NOT email! Email is insecure, do not use email.
    The PVMED Direct Message address is found under Contact / Directions

  • PVMED charges fees to FAX large medical records to another health provider or the patient.

  • PVMED charges fees to make paper medical record copies for patients or providers et. al.

  • Patients requesting a CDROM copy of their records will be provided those records free of charge. The PVMED patient must pick up the CDROM at the PVMED office, otherwise a shipping charge will apply. Give the CDROM to your new health provider.

  • Shipping a CDROM to a health provider directly, is available based on policy

PVMED Medical Record Transfer Request Policy

PVMED is a member of the Carequality Ineroperability Framework: https://carequality.org/members-and-supporters/

Providers: If your patient has given you permission for access, you can download your patient's CCD medical information immediately.
Our EMR calls this "Community Chart" and you can access required PHI at any time as needed.

If the

Medical Record Transfer request is to a provider of the Geisinger Health System of Pennsylvania

or if the

Medical Record Transfer request is to a provider of the UPMC Health System of Pennsylvania

then the

New provider can access patient records via the Carequality Exchange in EPIC.

INFO about EPIC and Carequality: https://www.epic.com/interoperability/ehr-interoperability-from-anywhere


If Direct Message transfer of C-CDA CCD medical records is requested,

PVMED will transfer last 2 available years of PHI to a health provider via Direct Message, no charge.


If Portal Upload transfer of C-CDA CCD medical records is requested,

PVMED will transfer last 2 available years of PHI to a health provider, no charge.

Data will be in a single compressed file (using 7z 7-zip compression) and possibly encrypted using a password


Other options for healthcare providers:

Upon special request, Internet Electronic Mail can be used to send an encrypted CCD of less than 20 Megabytes.

Upon special request, PVMED can create and email a download URL for a medical record CCD.

Upon special request, PVMED will digitally send all (more than 2 years) medical records.

Shipping a CDROM to a health provider directly, is available as a courtesy if no other policy applies, no charge.


Under 42 Pa.C.S. §§ 6152, 6152.1 and 6155 (relating to subpoena of records; limit on charges; and rights of patients), a health care provider or facility is allowed to charge a fee in response to a request for medical charts or records. See https://bit.ly/2G0KpLE PVMED , fees are effective January 1, 2022.


PVMED fees and charges are found on this website: http://forms.pvmed.com

PVMED charges fees for records requested from a non-health Insurance Company, any format.

PVMED charges fees for records requested from a Private Law Office, any format.

PVMED charges fees to create PAPER medical record copies for patients or healthcare providers or others.

PVMED charges fees to FAX (20+page) medical record transfer requests to another health provider or the patient.

Patients requesting a digital copy of their records will be provided records, no charge.

With an active PVMED Patient portal, http://portal.pvmed.com, patients can access some records online.

Records will be made available on CDROM

Patient shall pick up the CDROM at the PVMED office, otherwise a SHIPPING fee charge will apply

Patients requesting a PAPER or FAX copy of their records will be be charged a PAGE fee and possible SHIPPING fee.
Patients will not be charged a BASE fee, per 42 Pa.C.S. §§ 6152, 6152.1 and 6155