As a patient, Federal regulation entitles you to receive a copy of your medical records from your care facilities. Most care facilities will provide you with an electronic format of your medical record, called a Continuity of Care Document (CCD), and are required to do so within 36 hours after your discharge from the hospital and 4 business days for a primary care center after your visit.
To receive your CCD, go to your care facility website and look for instructions on how to access and receive your medical record. Most hospitals will allow you to download your CCD from their patient portal or receive it through secure email.
Please see Questions/Answers below for more instructions.
What is CCD ?
A CCD (Continuity of Care Document) is an electronic medical record in xml format. It contains the patient name, sex, date of birth, race, ethnicity, preferred language, smoking status, problems, medications, medication allergies, laboratory tests, laboratory results, vital signs, care plan fields including goals and instructions, procedures and care team members. In addition encounter diagnoses, immunizations, referral reason and discharge instructions may also be added.
How many care facilities provide CCDs ?
As of 2016, nearly 90% of U.S. hospitals provide CCDs to patients
As of 2015, about 41% of office-based physicians provide CCDs to patients.
How do I get a CCD ?
The easiest way is to login to your account the patient portal of the care facility and navigate to the health records section of the portal. Instructions should appear to download or receive by secure email your CCD in xml format.
What should I do if my care facility does not have a patient portal or no instructions to receive my CCD ?
You should send a message to your care facility asking for instructions on how to receive your CCD. Here’s a sample message you can use :
« Dear Care Facility,
Per the Medicaid EHR Incentive Program, Modified Stage 2 (November 2016 update), I would like to receive my Continuity of Care Document (CCD) in xml format through secure email. The Program requires you to send me this information within 36 hours after a hospital discharge or 4 business days after an office visit. Please also note that providing me the CCD on a physical device such as a CD or USB key does not qualify as a transmission method per this Program.
Could you please provide me with instructions to receive my CCD by secure email ?
Best Regards, »
Which are the Federal Regulations requiring care facilities to provide CCDs to patients.
The U.S. Department of Health and Human Services Centers for Medicare and Medicaid Services released in 2015 a final rule for hospitals and Eligible Professionals (office-based healthcare providers) to participate in the Electronic Health Record Incentive Program (« Meaning Use Stage 2 »). This program incentivizes hospitals and Eligible Professionals when their Electronic Health Record system comply to a set of rules. One of the rules require providing patients their CCD in an xml format within 36 hours after discharge from the hospital or 4 business days after a visit to the office practice. More details here :