Medical Records Request Policy
Your Right to Access Your Medical Records
At Attune Menopause Care, we believe your medical records belong to you. Under federal and Illinois law, you have the right to view, obtain copies of, and request changes to your medical records. This policy explains how to access your records and what to expect.
Accessing Your Records Online
The fastest and easiest way to access your medical records is through your Charm Patient Portal, where you can view and download:
• Visit summaries and care plans
• Lab and imaging results
• Medication lists
• Handouts and educational materials provided during visits
• Appointment history
To access your portal: Log in to Charm Patient Portal or contact our office at (872) 253-4891 if you need help setting up your account.
Requesting Copies of Your Complete Medical Record
If you need a complete copy of your medical records (for example, to transfer to another healthcare provider, for personal use, or for legal purposes), please submit a written request.
How to Request Your Records
You may request your medical records by:
1. Completing a written request form
• Call our office at (872) 253-4891 to request a Medical Records Release Authorization form
• Or send a written request via email to office@attunemenopausecare.com
2. Your written request should include:
• Your full name and date of birth
• Dates of service you're requesting (or "all records")
• Where you'd like the records sent (to you, to another provider, etc.)
• Preferred format:
- Patient portal access (most secure)
- Secure encrypted link
- Standard email (requires acknowledgment: "I understand standard email is not fully secure")
- Fax
- Paper copies (mailed or picked up)
• Your signature and date
Please note: For your privacy and security, we recommend using the patient portal or secure encrypted link rather than standard email when possible.
For your protection, we require a signed authorization before releasing any medical records.
Timeline for Fulfilling Requests
We will respond to your request within 30 days of receiving your written authorization. If we need additional time, we'll notify you and provide the records within 60 days total.
For urgent requests (such as continuing care with a new provider), please call our office to let us know, and we'll do our best to expedite your request.
Fees for Medical Records
We believe accessing your medical records for your healthcare needs shouldn't create a financial barrier. Our fee structure reflects this commitment:
Records for Your Personal Use or Continuing Care
• Electronic records via secure methods: No charge
- Patient portal download (most secure, recommended)
- Secure encrypted file transfer link
- Standard email (available upon request with your acknowledgment of security risks)
• Faxed records: No charge
• Paper copies sent to you or another healthcare provider: No charge
• We're happy to provide your medical records at no cost when they're for your healthcare needs.
Records for Legal, Insurance, or Disability Purposes
• Electronic or faxed records: No charge
• Paper copies: $0.50 per page for copying, plus actual postage cost if mailed
• These requests often involve extensive documentation and may require special formatting or certification.
We will provide you with a cost estimate before processing any requests that will incur fees. Payment is due before records are released.
Requesting Amendments to Your Medical Record
If you believe information in your medical record is incorrect or incomplete, you have the right to request an amendment.
How to Request an Amendment
Submit a written request that includes:
• The specific information you believe is incorrect
• Why you believe it's incorrect
• What you'd like changed or added
• Supporting documentation, if available
Send your request to:
Margaret Ladner, CNM
Attune Menopause Care PLLC
1564 N Damen Ave, Suite 207
Chicago, IL 60622
Email: office@attunemenopausecare.com
What Happens Next
We will review your request and respond within 60 days. If we approve your amendment, we'll update your record and notify anyone who may have received the incorrect information (if you request this). If we deny your request, we'll explain why in writing, and you have the right to submit a statement of disagreement that will become part of your medical record.
We may deny amendment requests if:
• The information was not created by our practice
• The information is accurate and complete
• The information is not part of the records we maintain
• You would not be permitted to inspect or copy the record
Records for Minors or Individuals with Guardians
If you are requesting records for a minor or an individual for whom you are the legal guardian, you must provide documentation of your legal authority to access their records, such as:
• Proof of guardianship
• Power of attorney for healthcare
• Court order
Frequently Asked Questions
How long do you keep medical records?
We maintain medical records in accordance with Illinois law and professional standards. Active patient records are maintained indefinitely while you remain an active patient.
Can I get records from before I became your patient?
We can provide copies of any records that are part of your chart with us, including records you brought with you from previous providers. If you need records from care that occurred before you became our patient and those records aren't in our system, you'll need to request them directly from the provider who created them.
What if I need records urgently?
Call our office at (872) 253-4891 and let us know you need expedited processing. We'll do our best to accommodate urgent requests, particularly when they involve continuity of care.
What if I have trouble accessing my portal?
Contact Charm Support or call our office at (872) 253-4891, and we'll help you troubleshoot access issues.
Questions or Concerns
If you have questions about accessing your medical records or need assistance with a request, please contact us:
Phone: (872) 253-4891
Email: office@attunemenopausecare.com
Office Hours: Monday-Friday, 8:30am-4:30pm
We're here to help you access your health information easily and securely.
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This policy complies with the Health Insurance Portability and Accountability Act (HIPAA), the HITECH Act, and Illinois state law regarding patient access to medical records.
Last updated: January 18, 2026
