Medical Records
How to Request Medical Records
At Virginia Oncology Associates, we understand the importance of a seamless process for obtaining medical records. We are dedicated to making this experience as smooth and effcient as possible for our referring providers.
EMAIL
Simply send your request to [email protected]. Please allow for a 24-hour turnaround in some cases.
PHONE
Call 512-737-9975. Please leave a voicemail with your contact information and details of your request. A member of our team will get back with you. Please allow for a 24-hour turnaround in some cases.
Requests MUST include:
• Patient’s full name
• Date of birth
• What records are needed.
Checklist of Needed Medical Records
Below is the checklist for medical records we will need prior to the patient's first visit. Please find the diagnosis that best matches that of your patient. Providing all the appropriate records in a timely manner will help expedite all processes, making access to care quicker.
Oncology Visit*:
- DIAGNOSIS
- Referring physician notes, initial consult, operation notes, procedure notes, any hospital records and a copy of the patient’s current medications
- All radiology reports (chest x-rays, CT, MRI, PET, mammograms, bone scans, EKG, venous doppler, ultrasounds)
- Most recent lab work (last 3 visits)
- Pathology reports (needle biopsy, ER/PR, Her2Neu)
- Tumor Markers, if feasible, to assist with staging and treatment plan
GYN Patients*:
Additional Information Needed for GYN Patients:
- PAP
- Ultrasound
- If patient is already diagnosed,
- Pathology Reports
- Radiology Reports
- Labs
Hematology Visit*:
- DIAGNOSIS
- Referring physician notes, initial consult, operation notes, procedure notes, any hospital records and a copy of the patient’s current medications
- All radiology reports (chest x-rays, CT, MRI, PET, mammograms, bone scans, EKG, venous doppler, ultrasounds)
- All lab work (CBC’s - previous 5 years, all others - 2 year history)
- Pathology reports (needle biopsy, ER/PR, Her2Neu)
*Tri-Care patients must bring their medical records a week (five days) before first visit.
New Patient Genetic Counseling Appointment Checklist:
- Referring physician's last note
- Genetic testing results/report for patient and relatives, whether positive or negative
- Pathology reports, for patients with cancer diagnosis
- Last mammogram report, if done
- Colonoscopy report and pathology report, if done
- PSA blood test results, if done
- Dermatology consult note, if done
- Pelvic ultrasound report, if done