Skip to content
Book a demo

Medical records, bills & imaging

Medical record retrieval in New York

New York records can be distributed across hospital campuses, specialist offices and imaging practices. Tavrn sends patient-authorized requests to each provider and delivers the medical records, bills and radiology images through the platform, integrations or API.

Book a demoExplore the API

Coverage in New York

Statewide, including New York City’s five boroughs, Nassau and Suffolk counties on Long Island, Westchester County, Albany and the Capital Region, Buffalo and Erie County, and Rochester and Monroe County.

Coverage describes where records can be requested, not a local office or an affiliation with a named provider. Tavrn requests from any US provider with patient authorization.

How requests work in New York

Distinguish the treating hospital campus from the system name, and identify each specialist office. For a patient with New York City and Long Island treatment, list both custodians and the relevant dates rather than submitting a borough-only provider description.

  1. Step 1

    Identify the records

    Add the patient, signed authorization, providers, dates of service and record types through the platform, an integration or the API.

  2. Step 2

    Request and follow up

    Tavrn routes each provider request through the appropriate network, portal, fax, mail, email or phone channel, then follows up. Track status per provider.

  3. Step 3

    Receive the files

    Medical records, itemized bills and imaging return to your workspace or connected system. API users can receive webhook events and download the files.

Source-cited reference

New York records: legal fact block

Verified against statute and regulation text on . These scoped excerpts are not legal advice, a complete statement of the law or a promise of delivery. Follow each citation for the full text, exceptions and current copy-fee caps.

Patient copy-fee restriction

“The provider may impose a reasonable charge for all inspections and copies, not exceeding the costs incurred by such provider”

Excerpt from Public Health Law § 18(2)(e). The paragraph includes a paper-copy cap, exceptions and an inability-to-pay protection. Monetary amounts are not reproduced here.

New York Public Health Law § 18(2)(e)

Hospital record retention — regulation

“Medical records shall be retained in their original or legally reproduced form for a period of at least six years from the date of discharge or three years after the patient's age of majority (18 years), whichever is longer, or at least six years after death.”

Hospital rule, quoted from 10 NYCRR § 405.10(a)(4). This is a regulation, not a retention statute for every New York practitioner.

10 NYCRR § 405.10(a)(4)

HIPAA patient-access baseline

“the covered entity must act on a request for access no later than 30 days after receipt of the request”

This is the individual right of access, not a delivery promise for every authorization-based third-party request. The rule permits one extension of no more than 30 days with a written reason and completion date. State-law requirements may differ; this is not a summary of every applicable deadline.

45 CFR § 164.524(b)(2)

Sources

New York retrieval questions

Where do you retrieve records in New York?
Statewide, including New York City’s five boroughs, Nassau and Suffolk counties on Long Island, Westchester County, Albany and the Capital Region, Buffalo and Erie County, and Rochester and Monroe County.
What do I need to start a request?
Provide the signed patient authorization, patient details, provider name and location, dates of service and record types. Distinguish the treating hospital campus from the system name, and identify each specialist office. For a patient with New York City and Long Island treatment, list both custodians and the relevant dates rather than submitting a borough-only provider description.
Which records can I request?
Medical records, itemized billing records and radiology images. Name each record type and the custodian that holds it; an imaging report and the images themselves are distinct files.
Is this service only for law firms?
No. Healthcare organizations, clinical research teams, health-tech companies, insurers and law firms can request patient-authorized records through Tavrn.
Can a request include providers in other states?
Yes. New York care and out-of-state care can be included in the same workflow, with a separate retrieval request for each provider.
How are the records delivered?
Use the Tavrn platform, an integration such as Clio, Litify or SmartAdvocate, or the API and webhooks. Your team can track each provider request and receive the files as providers respond.
Does HIPAA require every request to be completed in 30 days?
the covered entity must act on a request for access no later than 30 days after receipt of the request. This is the individual right of access, not a delivery promise for every authorization-based third-party request. The rule permits one extension of no more than 30 days with a written reason and completion date. State-law requirements may differ; this is not a summary of every applicable deadline.
Do the legal excerpts apply to every provider?
No. Each excerpt identifies its scope and links to the full legal text. Hospital rules, physician rules and patient-access requests are not interchangeable. These excerpts are not legal advice or a complete statement of applicable law.

Explore retrieval coverage

See the nationwide retrieval service

Let’s talk

Put provider follow-up on Tavrn.

See how records requests fit your team’s workflow.

Book a demo