To get your liver ultrasound medical records, start with the hospital, imaging center, or clinic where the scan was performed. Check its patient portal for the written report, then contact medical records or radiology to request the original images. Ask for both the signed report and image files, confirm the available format and any fee, and provide identification and the exam date so staff can locate the correct study.
What liver ultrasound records should you request?
When requesting copies of a liver ultrasound, it is important to distinguish between the written radiology report and the actual ultrasound images. They are different parts of the examination, and requesting only the report may not give another healthcare professional everything needed to review the study.
You should generally request both of the following:
- The official ultrasound report: This is the written document prepared by the radiologist or other qualified interpreting professional. It describes the examination findings and usually includes an impression summarizing the main results and any recommendations.
- The original ultrasound images: These are the pictures acquired during the examination. Depending on the facility, they may be available through a patient portal, a secure electronic transfer, a download, a CD, or another storage device.
According to RadiologyInfo.org, the radiology report is prepared for the healthcare professional who ordered the examination and may contain medical terminology that is difficult for patients to interpret. Having both the report and images can help your clinician review the findings and compare them with earlier examinations when appropriate.
How can you get a copy of your liver ultrasound report and images?
1. Check your patient portal first
Sign in to the secure patient portal provided by the hospital, clinic, or diagnostic imaging center where you had your liver ultrasound. Look under sections such as Test Results, Imaging, Radiology Reports, Medical Records, or Documents. Some facilities make the written report available online before the actual images are available.
If you can download the report, save a copy for your records. Check whether the portal also provides access to the images. If it contains only the written findings, you will need to make a separate request for the image files.
2. Contact the medical records or radiology department
If the portal does not contain everything you need, contact the facility that performed the examination. Ask to speak with the medical records department, health information management office, or radiology records team. Some facilities use a separate imaging library or image-sharing service to handle requests for original ultrasound images.
Explain that you need a copy of your liver ultrasound report and the complete available image set. If you know the name of the radiology practice that interpreted the scan, mention it as well. The facility can tell you which department handles the request and whether you need to complete an authorization or release form.
According to RadiologyInfo.org's guide to obtaining medical images, patients may need to sign a release form, and imaging facilities may provide copies electronically or on physical media. Available options depend on the facility's systems and the requested format.
3. Submit a formal records request
If the facility requires a written request, complete its medical records release form or use its approved online request system. Read the form carefully so you select both the radiology report and the images rather than asking for only a summary of the examination.
Your request may need to include the following information:
- Your full name and date of birth.
- The date the liver ultrasound was performed, or an approximate date if you cannot remember the exact day.
- The name and location of the hospital, clinic, or imaging center.
- The type of examination, such as a liver ultrasound or abdominal ultrasound that included the liver.
- The specific records requested: the final signed report and the original available images.
- Your preferred delivery method, such as a secure download, patient portal, or physical copy.
- Your contact information and any identification or authorization documents the facility requires.
If you have the order number, accession number, or other examination reference number, include it when available. These details can help staff identify the correct study, especially if you have had several ultrasound examinations. Keep a copy of your request and note any confirmation number or reference provided by the facility.
4. Specify how you want to receive the images
Tell the records team whether you prefer electronic access or a physical copy. Depending on the facility, you may be able to use a secure portal, receive a download link, arrange a direct transfer to another healthcare organization, or collect a CD or other storage device.
If another clinician will review your examination, ask that office which file format or transfer method it accepts. Avoid requesting only screenshots or photographs if the clinician needs the original imaging study for a professional review. If you are unsure which format is appropriate, ask the receiving clinic and the imaging facility to coordinate.
What are your rights to liver ultrasound medical records?
In the United States, the Health Insurance Portability and Accountability Act (HIPAA) generally gives patients the right to access health information maintained by healthcare providers and other covered entities, subject to limited exceptions. This right can include diagnostic images, not just the written report.
The U.S. Department of Health and Human Services (HHS) confirms that the HIPAA right of access includes X-rays and other diagnostic images maintained in the medical record. Patients can request a form and format that the facility can readily produce, although technical considerations, such as large file sizes, may affect how the images are delivered.
These federal protections apply to covered entities and their applicable records. The rules governing access, parental or representative requests, and certain exceptions can vary with the circumstances. Outside the United States, the relevant country's privacy and medical-records laws determine your rights and the request process.
How long does it take to receive the records, and is there a fee?
Processing time depends on the facility, whether the records are readily available, and whether additional authorization or identity verification is needed. Electronic reports may already be available in your portal, while a separate request for image files may require additional processing.
For healthcare providers and other covered entities subject to HIPAA in the United States, HHS guidance on access-request deadlines states that the organization generally must act on a request within 30 calendar days. When an additional period is permitted, it may extend the deadline by up to 30 more calendar days, provided the organization supplies written notice explaining the delay and stating when it expects to complete the request. These are outer limits, not a guarantee that every request will take that long.
The facility may charge a permitted fee for producing copies. Under HIPAA, fees for access generally must be reasonable and cost-based and may include allowable copying costs and postage when applicable. HHS also explains that a covered provider cannot charge a fee for searching for or retrieving records under the HIPAA access rules. Ask the records department for an estimate before requesting a physical copy or another delivery method that may involve charges.
What if you had your ultrasound at another hospital or clinic?
Contact the specific facility where the liver ultrasound was performed, even if a different doctor ordered it. The ordering clinician may have the report in their records but may not automatically have the complete image files. If the examination took place at a hospital with a separate radiology practice, ask which organization manages the imaging archive and patient-access requests.
If you have changed doctors, moved to another city, or are arranging a second opinion, ask whether the original facility can transfer the images directly to the new healthcare provider. Give both organizations the examination date and any available study reference number so they can identify the correct files. You can also ask the receiving clinic whether it can request the images on your behalf after obtaining your authorization.
How should you share and keep your ultrasound records?
Once you receive your records, save the written report and image files together in a secure location. Keep the examination date, facility name, and any relevant reference number with them. If the facility provides a download link, follow its instructions for accessing and saving the files before the link expires, if an expiry period applies.
For an upcoming appointment, ask your clinician whether you should upload the files through a patient portal, authorize a direct transfer between facilities, or bring a physical copy. A CD or other storage device may be useful when electronic transfer is unavailable, but check that the receiving facility can access the files.
Medical images can help clinicians compare examinations performed at different times or locations. However, the images should be reviewed alongside the formal report and relevant clinical information. If a finding in your report is unclear, discuss it with the healthcare professional who ordered the ultrasound rather than relying on the images alone to interpret the results.
What if you receive the report but not the images?
A report-only response does not necessarily mean that the imaging records are unavailable. Your original request may have included only the written report, the facility may deliver images through a separate system, or additional steps may be needed to release the files.
Contact the records department and explain that you have received the report but still need the actual ultrasound images. Ask whether the image request is pending, whether you need to submit a separate form, and which delivery formats are available. If you have already submitted a complete request, provide its confirmation number and ask for an update on the outstanding portion.
If the images cannot be located or the facility says it cannot fulfill the request, ask for a clear explanation and guidance on the next step. In the United States, you can consult the HHS resources on your rights to access medical records to learn more about the applicable access protections and options.