Michigan Nursing Home Administrator (NHA) Practice Exam

When can a health care provider refuse to retrieve or copy part of a medical record?

1. When under investigation

2. Until the applicable fee is paid

3. When the record is over ten years old

4. When a written request is missing

The correct answer is: Until the applicable fee is paid

A health care provider can refuse to retrieve or copy part of a medical record until the applicable fee is paid because this fee is often established to cover the administrative costs associated with the retrieval, copying, and distribution of the records. This practice is based on legal standards that protect both the entity providing the records and ensure that the costs associated with providing these records are appropriately handled. It operates under the principle that administrative tasks, such as preparing and delivering medical records, require resources, and providers are entitled to compensation for these services. In contrast, situations such as being under investigation, records being over a certain age, or missing written requests do not inherently provide justification for denying access to a patient's medical records. Physicians and health care providers must have guidelines for accessing records that are independent of these conditions. State laws and regulations further dictate when and under what circumstances records must be made available to patients or their authorized representatives, ensuring continuity of care and patient rights.