Transfer of Medical Records

To ensure that you are given best practice medicine at Groveway Medicine, we will be in constant collaboration with multiple health providers, allied health professionals, certain workplaces/corporations, as well as other professionals, such as lawyers and police officers. There may be instances where the sharing of clinical notes and records are required.

We will not provide records to any third party without your consent unless it was necessitated by law.

The current Australian Medical Association Guidelines for the transfer of medical records are as follows:

  1. To ensure appropriate ongoing care, when a patient transfers to other medical practitioners, medical practitioners should, when asked by a patient, make available either a copy of the original record or a summary. The reasonable cost for this service should be borne by the patient.
  2. While records containing patient medical information do not belong to the patient, the patient has a legal right to access those records.
  3. When a patient requests that his/her records be made available to another medical practitioner, a medical practitioner should act on that request.
  4. Medical practitioners are under no obligation to provide their original records. These should be retained by the practitioner who created them.
  5. A copy of a patient’s record may be sent to the patient’s new practitioner. Depending on the size and/or complexity of the record, medical practitioners may wish to provide a health summary instead, if the patient agrees.
  6. Copies of test results and other investigations, including plans of management should be made available. Copies of clinical reports from other medical practitioners about the patient may be included.
  7. Doctors should be entitled to recover from the patient or from any other legally authorized person or authority requesting the information, the reasonable cost of providing access to the information contained in a medical record.

Accordingly, Our Guidelines is as follows:

Transferring Medical Records from another Surgery to Groveway Medical

-The patient is to complete a “Transfer of Medical Records Request” form

-The friendly staff at Groveway Medical will fax/email the request directly to your previous doctor on your behalf

-Alternatively, you may provide your previous health care provider with the forms yourself

-In the circumstance where your previous health care provider seek remuneration for this service, all costs charged by the previous provider will be the onus of the patient (unless otherwise arranged)

Transferring Medical Records from Groveway Medical to another Surgery

-The patient is to complete a “Transfer of Medical Records Request” form. Alternatively, you may use your new practice’s form if you wish

-You can then present the form in person, via fax, or via email to Groveway Medical

-Your health summary will then be sent to for free to your new health provider

-In the unlikely situation where full records are required, they will be sent via registered post and will be charged $38 for 33 pages + $1.40/page thereafter, as per AMA recommendations

-Requests will be completed within 30 days upon receipt of “Transfer of Medical Records Request” form.

Request of Medical Records from a Third Party

-For requests from a third party (such as legal practitioners, insurance companies etc.), please contact the practice in person or via phone