Medical Records Release Authorization
Patient authorization form for transferring medical records between Swiss healthcare providers. Specify the scope of records, recipient details, purpose, and expiry date. Compliant with Swiss nFADP, KVG, and cantonal health data legislation.
About this template
The Medical Records Release Authorization form enables Swiss patients to formally authorize the transfer of their health records between healthcare providers. This is required when changing general practitioners, receiving specialist referrals, moving cantons, or providing records to an insurer for claims purposes. The form defines the scope of records to be released, identifies the releasing and receiving providers, states the purpose of the transfer, and sets an expiry date for the authorization.
Your rights under nFADP and KVG
Under the Swiss nFADP, you have the right to access your health data held by any healthcare provider and to request its transfer to another provider of your choice. Healthcare providers are obligated to respond to such requests within 30 days. The authorization you provide is time-limited and specific.
What this form collects
- Patient full name, date of birth, and contact details
- Name and address of the releasing healthcare provider
- Name and address of the receiving healthcare provider
- Type of records to be released (lab results, imaging, discharge summaries, etc.)
- Date range of records requested
- Purpose of the transfer (continuity of care, specialist referral, insurance, second opinion)
- Expiry date of the authorization
- Patient signature with date
How to use this template
Use this template
Click 'Use template' to create a copy in your dashboard.
Customise provider fields
Pre-fill the releasing provider field if this form is deployed on your practice's website, so patients do not need to enter your details manually.
Send to the patient
Share the form link with the patient by email or SMS. They complete it digitally and sign electronically.
Submit to the releasing provider
Once signed, the completed form is forwarded to the releasing provider as the formal authorization.
Track the transfer
Log the authorization date and expiry in your patient management system. Follow up if records are not received within 10 business days.
Medical Records Transfer in Switzerland: A Legal and Practical Guide
Medical records in Switzerland are owned by the healthcare institution that created them, but patients have a fundamental right of access to their own health data under both the Swiss Federal Constitution (Art. 13) and the nFADP. The right of access includes the right to receive a copy of your records and, by extension, the right to have those records transferred to a new provider upon your written authorization.
Who holds your medical records in Switzerland?
Medical records are held by the institution or individual provider that created them — your GP practice, hospital, specialist clinic, dental practice, or physiotherapy centre. Each institution maintains its own records independently. This means that when you change GP or move to a new canton, your records do not automatically transfer; you must actively request the transfer with a written authorization.
What is the Electronic Patient Dossier (EPD)?
The Electronic Patient Dossier (EPD / Elektronisches Patientendossier / DEP) is a voluntary, national digital health record platform in Switzerland. Patients can choose to open an EPD account, into which participating providers can upload key health documents (discharge letters, vaccination records, medication lists). The EPD does not replace individual provider records but enables easier sharing of key documents.
How long must Swiss providers retain medical records?
Swiss cantonal health legislation generally requires the retention of medical records for a minimum of 10 years from the last treatment date for adults, and until the patient's 25th birthday for records created during childhood. Some cantons require longer retention periods for specific record types such as surgical reports or radiology images.
Can a provider refuse to release records?
Providers cannot refuse a patient's written request for access to or transfer of their own health records unless there are very specific therapeutic privilege grounds. Such refusals must be justified in writing. Providers who unjustifiably refuse record release may face complaints to the cantonal health authority.
What records can be transferred?
Transferable records typically include GP consultation notes and referral letters, laboratory and pathology reports, radiology reports and imaging (DICOM files), hospital discharge summaries and operative reports, medication lists, vaccination records, physiotherapy and rehabilitation reports, and specialist consultation letters. Psychotherapy notes may be subject to additional protection under some cantonal laws.
Frequently asked questions
Is there a fee for transferring medical records in Switzerland?
The nFADP states that access to personal data is generally free of charge. However, providers may charge a reasonable fee for physical copying and transmission of large volumes of records. Digital transfer should generally be free. If you are charged, you may request an itemised breakdown of the costs.
How long does the transfer take?
Most providers will process a records transfer request within 10-15 business days. If you have not received the records within 30 days, you can file a complaint with the cantonal health authority (Kantonaler Datenschutzbeauftragter or health department).