If a provider cannot locate medical records upon request, what must they provide?

If a provider cannot locate medical records upon request, they are required to provide a written reason for the delay. This written explanation serves multiple purposes. Firstly, it ensures transparency in communication between the provider and the patient, fostering trust in the provider's integrity. Secondly, it allows the patient to understand the specific circumstances that may be affecting the availability of their records, rather than leaving them in a state of uncertainty. This is particularly important in the healthcare setting, where access to medical records can be critical for ongoing treatment and care decisions. The written nature of the communication also provides a formal record of the provider’s response, which can be important for accountability and compliance with regulations regarding medical records management.