How to Request Your Eye Care Records After a Practice Closes

Published October 1, 2026 · By Dr. Lu Eye Care · 6 min read · Former patients

When an eye care practice closes, whether because a doctor retires, relocates or simply ends a lease, patients are often left wondering what happens to their charts. Your records still matter after the office is gone. This guide explains what an eye care record contains, why it is worth requesting, and how to ask for a copy or a transfer to a new eye doctor.

Why your eye care records are worth having

An eye exam is a snapshot, but eye health is best understood over time. A new doctor who can see your history has a baseline to compare against, which makes small changes easier to spot. Records are especially useful if you:

Have been watched for glaucoma or high eye pressure. A series of pressure readings, optic nerve photos and visual field results shows whether anything is changing.
Have diabetes. Earlier retinal findings help your new doctor judge whether diabetic eye changes are stable or progressing.
Wear contact lenses. Your lens brand, base curve, diameter and power, along with any fitting notes, can save time at your next fitting, particularly for toric or multifocal lenses.
Have had eye surgery, an injury or an infection. Past events can explain findings that would otherwise look new or unusual.
Want your prescription history. Seeing how your glasses prescription has shifted over the years can help your doctor make sense of a new change.

If you have none of these, a records request is still a good idea. It costs little effort and gives your next eye doctor a fuller picture.

What an eye care record usually includes

Contents vary by practice, but a typical optometry chart may contain:

Visit notes, including the reason for each visit and your symptoms
Visual acuity measurements and refraction results
Eyeglass and contact lens prescriptions
Eye pressure (tonometry) readings
Findings from the examination of the front and back of the eye
Imaging and test results, such as retinal photographs, OCT scans and visual field tests
Diagnoses, medications prescribed and treatment plans
Referral letters and reports exchanged with other doctors
Billing and insurance records

You can ask for the complete chart or only specific parts. Many people simply want their most recent prescription, but if you have an ongoing condition, ask for the full record including test results and images.

Your right to access your records

In the United States, the HIPAA Privacy Rule gives patients the right to access and get copies of their health information from covered health care providers. A few points are useful to know:

Timing. A covered provider generally must act on a request within 30 calendar days. One extension of up to 30 more days is allowed if the provider tells you in writing why there is a delay and when you can expect the records.
Fees. Providers may charge a reasonable, cost-based fee for copies, which can include labor for copying, supplies and postage. They cannot charge for the time spent searching for and retrieving your records.
Format. If your records are kept electronically, you can usually ask for an electronic copy in a form the provider can readily produce.
Identity checks. Providers are expected to verify who is asking before releasing information, so be ready to confirm your identity.

When a practice closes, the doctor or a designated records custodian typically keeps patient records for the length of time required by state rules and professional guidelines. The closure notice, a letter, or the practice's website usually explains who holds the records and how to reach them.

Step by step: how to request your records

Find the official contact method. Look at the closure notice on the practice's website, any letter or email you received, or the office voicemail. Use the channel the practice designated for records requests.
Decide what you need. The full chart, recent visits only, your latest eyeglass prescription, your contact lens prescription, or imaging and test results.
Put the request in writing. Include your full name and any previous names, your date of birth, the approximate date of your last visit, what you are requesting, where it should be sent and the format you prefer.
Verify your identity. You may be asked to confirm details or sign an authorization form, especially if records are going to someone other than you.
Keep a copy of your request. Note the date you sent it so you can follow up if you have not heard back within about 30 days.

Sample request you can adapt

"Hello, I was a patient at your practice. Please send me a copy of my complete eye care record, including my most recent eyeglass and contact lens prescriptions and any test results or images. My name is [full name], my date of birth is [date], and my last visit was around [month and year]. I would prefer an electronic copy sent to this email address. Please let me know if you need me to sign an authorization or if there is a fee. Thank you."

Avoid sending insurance numbers, Social Security numbers or other sensitive details unless the office specifically asks for them through a secure channel.

Sending records to your new eye doctor

You have two options. You can request a copy for yourself and bring it to your first appointment, or you can ask for the records to be sent directly to your new practice. Health care providers are permitted to share information with each other for treatment, and many will forward records once you sign an authorization. If you go this route, give the old practice the new office's name and the way it accepts records, such as a secure fax line or a patient-records email address.

Getting a personal copy has an advantage: you keep it for the future, in case you move or change doctors again. Ask your new office to add the old records to your chart so they are available at your first visit.

What if you cannot reach the old practice?

Try every listed contact method. Closed practices often keep one channel, such as an email address, open for records requests.
Check with your state licensing board. State boards of optometry can sometimes tell you who is responsible for a closed practice's records.
Gather what you already have. Old prescription slips, contact lens boxes, insurance statements and pharmacy records can fill some gaps.
Do not delay care. Your new doctor can still perform a full exam and establish a fresh baseline, even without old records. If you have symptoms, book the exam now and send records later.

For former patients of Dr. Lu Eye Care

Dr. Lu Eye Care, the practice inside Costco in Warminster, PA, closed effective December 31, 2025. Records are securely maintained by Dr. Lu, and requests can be sent by email. The closure and records page lists the address to use and the details to include.

Bottom line

Requesting your eye care records takes a few minutes and gives your next eye doctor valuable history, especially if you have glaucoma risk, diabetes or a complex contact lens fit. Put your request in writing, be specific about what you need, and follow up if you have not heard back within a month. Then book your next exam; our guide to choosing a new eye doctor can help you find the right fit.

Former Dr. Lu Eye Care patient?

The practice inside Costco Warminster closed effective December 31, 2025. You can request a copy or transfer of your records; see the closure and records page for details.

This article is general health information and is not a substitute for an examination or personal advice from a licensed eye care professional. If you have sudden vision changes, eye pain, or new floaters or flashes, seek care promptly.