Medical Records Transfer

Medical records & images copying overview

We want to provide you with excellent service when you need a copy of your records and imaging studies. Below are directions on how to obtain your records. If you have questions please call or contact us online.

In order for you to obtain a copy of records from your medical chart or imaging studies that have been performed at MOS, you need to fill out and sign the Medical Records Release Form, as well as the Credit Card Payment Authorization Form if paying for your records by credit card.California State law AB 610 provides that medical records, including x-rays, are the property of the institution taking them and the physician ordering them. This law provides for the recovery of costs associated with the providing of this service. Such costs include clerical and material expense. The standard fees at Muir Orthopaedic Specialists are as follows:

  • $20.00 fee for copying medical records
  • $25.00 fee for charts exceeding 1 ½”
  • $15.00 fee per images CD (X-rays, MRIs, CTs). Usually all images fit on one CD unless you are requesting your entire image history and it is extensive. If more than one CD is needed to fulfill your request, an additional $15 fee will be collected for each additional CD.

Payment of the copying fees may be made in person at any of our locations or by mailing the form with a check to: Muir Orthopaedic Specialists, ATTN: Medical Records, 2405 Shadelands Drive, Walnut Creek, CA 94598. You can also fill out and sign the printed documents and fax the completed forms back to us at (925) 933-4932, Attn: Medical Records.

Once we receive payment and your completed form we will begin to process your copy request. Payment of copying fees must accompany your form. YOUR REQUEST WILL NOT BE PROCESSED UNTIL THE PAYMENT IS RECEIVED.

If you are requesting a copy of an imaging study that has been loaded into our system but was not performed by MOS, those studies are legal property of the facility that performed them and need to be requested from that facility.

Below are the standard processing times for completing your request. Please note that if you are picking your records up you will receive a phone message to let you know that your copies are ready to be picked up.

  • For Chart Records ONLY: 7 to 10 Business Days
  • For Chart Records AND Images CD: 7 to 10 Business Days
  • For Images CD ONLY: 3 Business Days.

If you have an urgent need for your copies we will do everything we can to assist you. Please let us know of your need when you submit your form.

A picture I.D. must be presented when your records are being picked up, regardless whether it is you or someone else picking them up. If someone else is picking your records up, they MUST be listed as an authorized person on the form or they will not be able to pick them up.

Records can be picked up at any of our locations (San Ramon, Brentwood or Walnut Creek). Please make sure you select your desired pickup location on your form.

If you are requesting medical records for your lawyer, please ask your lawyer to call (925) 939‐8585 to reach our Medical Records Department.