Medical Records FAQ

Insurance:

Q: What is your mailing address?
A: 3811 North Fairfax Drive, Suite 1000, Arlington, VA 22203

Q: What is the fax number where I can send a request?
A: The fax number is 202-741-2431

Q: What is the turnaround time?
A: 10-15 Business Days from the date that the payment is received. 

Q: Do we have a copy service?
A: No. our records are produced in-house 

Q: When sending a check who should the check be made out to?
A: GW Medical Faculty Associates 

Q: What is your Tax ID number?
A: 52-222-0700 

Q: Do you provide Doctor Verification over the telephone?
A: No, please review our list of physicians for verification

Legal:

Q: How long is the processing time?
A: The processing time is 10- 14 business days

Q: What is the fax number to send request?
A: The fax number is 202-741-2431 

Q: Does the patient need to fill out GW Medical Faculty Associates Authorization before we send the request?
A: No, we do accept the Law Firm’s authorization as long as it is HIPAA compliant. The authorization must express that the patient wants records to be release from GW Medical Faculty Associates to the requestor.

Q: What is your address?
A: Our address is 3811 North Fairfax Drive, Suite 1000 Arlington, VA 22203

Q: How do I obtain the itemized billing statements?
A: Please send request to 202-741-2431, once received the request will be forward to the billing department and processed. The bills will be either faxed or mailed.

Q: Is a prepayment required before release records?
A: Yes, a prepayment is required before releasing the records to the requestor. We accepted check and credit card payments.

Q: Can we send someone to pick up the records in the behalf of the Law Firm?
A: Yes, the person picking up the records must show an ID and proof that they are affiliated with the Attorney’s Office. (In addition, we need payment first before records are picked up at the VA Location)

Q: How are the records sent out?
A: The records are sent out via mailed, in some cases records can be faxed to the attorney’s office if it under 25 pages and urgent. Records can also be e-mailed only in very urgent cases and when both methods above have failed. We only e-mailed records to a secure attorney’s office e-mail with verification. (E-mail is very rare)

Disability:

Q: What is your address?
A: Our address is 3811 North Fairfax Drive, Suite 1000 Arlington, VA 22203 

Q: What is the fax number where I can send a request?
A: The fax number is 202-741-2431

Patient:

Q: Do you release radiology imaging?
A: No, Please Contact or radiology department at 202-715-4320

Q: Where do I come to get records?
A: Records can be picked-up at 2150 Pennsylvania Ave, NW Suite G-206 Washington, DC 20037 Between the hours for 8:30am to 5pm (from 12 to 1 we are closed for lunch).

Q: Is there a charge for Records?
A: No Records are free as charged for paper copies

Q: Can I pick up records other than for myself?
A: Yes, you are allowed to pick up records for another patient as long as you have Power of attorney (POA) or you have your id and the patient Id scanned on the same paper with the patient stating they will like for you to pick up records along with their signature.  

Q: Do we submit records electronically?
A: You can submit your request via email to med.rec@mfa.gwu.edu

Q: How long is the processing time?
A: The processing time is 5-7 business days. Walk-ins can receive their records the same day.

Q: Can I make the request over the phone?
A: No, We do not allow request over the phone we would need a signed HIPAA compliant form to be filled out and sent to us Via Fax, Mail, Or Email.

Clinics:

Q: What is the fax number where I can send a request?
A: The fax number is 202-741-2405.

Q: How long will it take to receive an urgent request?
A: for all urgent request records will be sent within 1 hour.

Q: What is your address?
A: 3811 North Fairfax Drive, Suite 1000, Arlington, VA 22203

Q: How long is the processing time?
A: The processing time is 3 to 5 business days.

Q: Where can the patient go to pick up records?
A: Records can be picked-up at 2150 Pennsylvania Ave, NW Suite G-206 Washington, DC 20037 Between the hours for 8:30am to 5pm (from 12 to 1 we are closed for lunch).

Q: How are the records sent out?
A: Records are sent out via mail, fax (if records are under 50 pages) and e-mailed (only in urgent cases. We only e-mailed records to a secure e-mail with verification.)