Short Answer

Legally, one HIPAA-compliant authorization can work for multiple providers if it clearly identifies each source and the information to be released. In practice, many North Carolina hospitals and EMS agencies insist on their own release form, so expect to sign one per provider. If a lawsuit is filed, records can also be obtained by subpoena with proper notice. Providers may charge reasonable copy fees and often take up to 30 days to respond.

Understanding the Problem

In North Carolina personal injury matters, injured people often ask: Do I need to sign a separate medical release for each hospital and EMS agency to get my records after a car crash? Here, you’re requesting records from several facilities and EMS, and you’re reviewing your auto policy’s medical payments (MedPay) coverage to help pay accident-related bills.

Apply the Law

Under North Carolina law, you can obtain your own medical records (or direct providers to send them to your attorney or insurer) with a HIPAA-compliant authorization. Providers are not required to accept a particular “universal” form; many use their own release. Once a lawsuit is filed, nonparty medical records can be obtained by subpoena, and courts can issue protective orders to limit re-disclosure of sensitive information. Expect providers to charge reasonable copy fees and to need time to process requests; insurers offering MedPay may also ask for narrowly tailored authorizations or specific documents to verify coverage.

Key Requirements

• Clear, valid authorization: Your release must identify you, describe the records, name each provider (or a specific class of providers), and be signed and dated.
• Provider practices: Many hospitals and EMS agencies require their own release even if a generic HIPAA form is legally sufficient.
• Subpoena option in litigation: After suit is filed, you can obtain records from nonparties via subpoena with reasonable time for compliance and proper notice; protective orders can control use of records.
• Copy fees: Providers may charge reasonable fees for copies, postage, and clerical time; requesting electronic copies can reduce cost and delay.
• Scope matters: Limit authorizations to accident-related dates and providers to protect your privacy and speed processing; insurers may require proof of charges for MedPay.

What the Statutes Say

• North Carolina Rule of Civil Procedure 45 (Subpoenas) - Allows subpoenas to nonparties to obtain documents, including medical records, with notice and reasonable time to comply.
• N.C. Gen. Stat. § 8-53 (Physician–patient privilege) - Recognizes confidentiality of medical information; courts can compel disclosure under proper circumstances.
• N.C. Gen. Stat. § 90-411 (Charges for medical records) - Authorizes providers to charge reasonable fees for copying and mailing medical records.

Analysis

Apply the Rule to the Facts: Because you need records from several facilities and EMS, plan to sign each provider’s release to avoid delays, even if you also have a general HIPAA form. Keep your requests limited to accident-related dates and services to protect privacy and reduce costs. For MedPay, your insurer may accept records and itemized bills you collect, or it may ask you to sign its own limited authorization; provide only what your policy requires.

Process & Timing

1. Who files: You or your attorney. Where: Each provider’s medical records department or EMS agency; if a lawsuit is filed, the civil action in the county’s Superior Court. What: Provider-specific release or a HIPAA-compliant authorization; in litigation, a subpoena issued in the case. When: Providers commonly take up to 30 days to fulfill record requests; set the subpoena return date with reasonable time to comply.
2. After submission, confirm receipt within 7–10 business days. Pay any requested copy fees and ask for electronic delivery to shorten turnaround. County EMS timelines can vary.
3. On receipt, review for completeness and correct date ranges. Send to your MedPay insurer with itemized bills per your policy requirements.

Exceptions & Pitfalls

• Providers refusing a generic authorization: Ask for their form and resubmit to avoid delay.
• Overbroad authorizations: Limit to accident-related dates and providers; avoid blanket access for unrelated care.
• Subpoena missteps: In a filed case, give proper notice and allow reasonable time; consider a protective order for sensitive information.
• EMS records mix: 911 audio/dispatch logs may follow different rules than the EMS medical run report; specify exactly what you need.
• Authority to sign: If requesting for a minor or on someone else’s behalf, ensure you have proper legal authority (e.g., parent, guardian, health care agent).

Talk to a Personal Injury Attorney

If you're dealing with medical record requests from multiple providers after a crash and need to coordinate them with MedPay and a potential claim, our firm has experienced attorneys who can help you understand your options and timelines. Call us today at [919-341-7055].

Disclaimer: This article provides general information about North Carolina law based on the single question stated above. It is not legal advice for your specific situation and does not create an attorney-client relationship. Laws, procedures, and local practice can change and may vary by county. If you have a deadline, act promptly and speak with a licensed North Carolina attorney.