Request Your Medical Record
Harvard Vanguard Medical Associates manages your health information and medical record, ensuring your information is maintained confidentially and in accordance with applicable federal and state laws and regulations. Please refer to the frequently asked questions below for information on how to obtain a copy of your medical record, the cost, and the process. Feel free to call our Release of Information Department at (781) 292-7700 to discuss your individual medical record request needs.
Release of Information Department
Monday through Friday: 7:30am - 3:30pm
Frequently Asked QuestionsHow can I obtain a copy of my medical record?
You must submit a written request or complete and submit an "Authorization to Release Medical Records from Harvard Vanguard" form to us at the address below. If you prefer, you may write a letter authorizing us to release a copy of your medical record. The letter must include your name, date of birth, phone number, specific information you are authorizing for release, and the person/organization to receive the information along with their address. The authorization form/letter must be signed and dated by the patient or the patient's guardian/legal representative. Please mail your request to the address noted below:
Release of Information Department
Harvard Vanguard Medical Associates
254 Second Avenue, Suite 100
Needham, MA 02494
Please note - this location is not a medical practice and therefore is not accessible to patients
How can I get a copy of my medical record from my former doctor to my new Harvard Vanguard provider?
If you need to have records from a previous provider mailed to Harvard Vanguard, you may download a copy of the Authorization to Release Information to Harvard Vanguard, fill it out, and mail it to your former health care provider to request a copy of your medical record. It is recommended that you contact your previous provider to obtain their medical record processing details as fees may apply.
Is there a cost to obtain a copy of my medical record from Harvard Vanguard?
Yes, there is a charge to obtain a copy of your medical record, and it is based on the following: the amount of information requested, the number of pages reproduced, and postage. Harvard Vanguard charges this fee in accordance with Massachusetts law (MGL Chapter 111; Section 70). The current fee for each medical record copy is a $20.59 cost-based fee, plus $.70 per page for the first 100 pages, $.36 per page for any pages over 100, plus postage (which can range from $4.00 - 8.00).
Please note: If you do not need a copy of your complete medical record, you may request an "abstract", which contains immunizations, two (2) years of office visit and lab information, and five (5) years of radiology and diagnostic reports. The abstract is often sufficient to meet the need of many requests, including transfer of care to a new provider. The maximum fee for an abstract is $25, plus postage.
How can I submit my payment?
You will receive an invoice from our copy service, Bactes, shortly after we receive your request; payment must be received by Harvard Vanguard prior to the release of your records.
How soon can I expect the release of my medical record to be completed?
Processing time varies depending on the type of request. Routine requests are usually prepared within seven business days and mailed upon receipt of payment.