Getting your medical records moved to a new practice

Your medical records are your own responsibility to move — most practices won't do it for you, and some won't even prioritise the request. Understanding how this works saves weeks of frustration and gaps in your care history.

Check what records actually exist

Before you ask your old practice to transfer anything, find out what they hold. Call or visit and ask for a list of your file contents: consultation notes, test results, X-ray reports, immunisation records, referral letters, and chronic medication prescriptions. Some practices keep physical folders; others use digital systems. The older your relationship with the practice, the more fragmented the records might be. Ask how far back they keep files — many practices store older records off-site or purge them after several years. If anything is missing, now's the time to hunt for it. You may need to contact previous practices yourself or request records directly from specialists and laboratories.

Request the transfer in writing

Email or hand-deliver a written request to your current practice. Include your full name, date of birth, patient number if you have one, and the name and address of your new practice. Ask for:

• A complete copy of your medical file (not just a summary)
• All test results, scan images, and pathology reports
• Vaccination records
• Chronic medication history with dosages and dates
• Any referral letters
• A summary letter the doctor is willing to provide to your new practice

Keep a copy of your request. Most practices have a legal obligation to provide copies of your records within a reasonable timeframe — typically 10 to 15 working days — though some may charge a copying or admin fee. Ask about costs upfront so there are no surprises.

Manage the handover yourself

Do not assume your old and new practices will communicate directly. Many won't, especially if they're in different towns or use different practice management systems. Instead, collect the records yourself — ask for them on USB, email, or printed copies — and bring them to your first appointment at the new practice. Your new doctor will scan or upload them into their own system. This also gives you a personal copy, which is useful if you ever need to switch again or see a specialist.

When you book your first appointment at the new practice, mention that you have your previous records and will bring them with you. If your old practice drags its feet, send a follow-up email or call after two weeks. Some practices respond better to a polite escalation to the practice manager. If you've been waiting more than three weeks and the practice is uncooperative, contact your provincial health department or ask your new doctor's staff if they can chase the old practice directly — sometimes that prompts action.

Hand-carry urgent information

If you're switching because you need care urgently, do not wait for the full file transfer. Ask your old practice for a brief letter summarising your current medications, any allergies, recent diagnoses, and ongoing treatments. Carry this with you to the new practice or ask your old doctor to fax or email it directly to your new one before your appointment. For chronic conditions or recent treatments, this shortcut is crucial.

When you arrive at your new practice with your records in hand, your new doctor can review them before or during your consultation. This speeds up your first visit and reduces the risk of missing something important. If your old practice is reluctant to provide records or charges an unreasonable fee, keep records of all communication — you may need this if you lodge a complaint later.

Moving your medical care is simpler when you treat the record transfer as your job, not theirs. Verified practices on Strove tend to be clearer about their record-handling process, so you can ask about their turnaround time and fees before you book.