What "transfer" means when you have HIV

Transferring your HIV care means moving from one healthcare provider or clinic to another while keeping your treatment continuous. This is different from transferring medical records alone — it involves moving your entire care relationship, including your antiretroviral therapy (the medications that suppress HIV), your lab monitoring, and your provider's knowledge of your medical history.

You might transfer because you're moving to a new city, changing insurance, leaving a clinic that's closing, or switching to a provider you trust more. The goal is to avoid gaps in your medication and monitoring, which can let the virus become resistant to your current drugs and damage your immune system.

The process has three overlapping parts: getting your records sent to the new provider, scheduling your first appointment there, and making sure your prescriptions don't run out during the switch.

Key Takeaways

  • Start the transfer process at least four to six weeks before your last appointment at your current clinic, so records have time to arrive and your new provider can review them.
  • Your current provider must send your lab results, imaging, pathology reports, and a summary of your treatment history — not just a list of your medications.
  • Ask your current provider for a 30-day emergency supply of your antiretroviral medications if there will be any gap between clinics.
  • Contact your new provider's intake department directly to confirm they received your records and to schedule your first appointment before you leave your current clinic.
  • If you're changing insurance, verify that your new provider accepts that insurance and that your medications are covered before your first visit.

Requesting your medical records from your current provider

Start by telling your current HIV clinic or provider in writing that you want to transfer care. Most clinics have a form for this, often called a "Records Request" or "Transfer of Care" form. If they don't have one, a letter stating your name, date of birth, the date you want to transfer, and the name and address of your new provider is enough.

Your records must include your complete HIV treatment history: all lab results (CD4 count, viral load, resistance testing), any imaging or biopsies, a list of every antiretroviral medication you've taken and when, any side effects you've had, other medications you take, allergies, and a clinical summary written by your provider. Don't ask for just a medication list — your new provider needs the full picture to understand why you're on your current regimen.

Most clinics will mail records to your new provider if you give them the address. Some will give you copies to carry yourself. Ask for both: copies for yourself (in case the mailed records get lost) and confirmation that they're sending originals to your new provider. Keep a copy for your own records.

Finding and contacting your new provider

If you know which clinic or provider you want to transfer to, contact their intake or scheduling department directly. Tell them you have HIV, are transferring from another provider, and need to schedule an appointment. Ask whether they are accepting new patients and whether they accept your insurance.

If you don't have a new provider yet, start by contacting your state or local health department's HIV services office, or call the National HIV Hotline at 1-800-232-4636 (available Monday through Friday, 9 a.m. to 8 p.m. Eastern time). They can tell you which clinics in your area treat HIV and whether any are currently accepting new patients. You can also search the HRSA HIV/AIDS Bureau website for Ryan White-funded clinics near you — these clinics are required to treat patients regardless of ability to pay.

Once you've identified a new provider, ask them directly: "Do you have my records from [current clinic name]?" If they don't, give them the fax number or mailing address of your current clinic and ask them to request the records themselves. Some clinics are faster at sending records if the receiving clinic requests them directly.

Timing your appointment and medication supply

Schedule your first appointment at your new provider for as close to your last appointment at your current clinic as possible — ideally within one to two weeks. This minimizes the gap in your care and gives your new provider time to review your records before seeing you.

Before you leave your current clinic, ask whether they can give you an emergency supply of your antiretroviral medications — usually 30 days' worth. Explain that you're transferring care and want to make sure you don't miss doses while waiting for your new provider to write prescriptions. Some clinics will do this automatically; others require you to ask. If your current provider won't give you an emergency supply, ask them to write prescriptions that your new pharmacy can fill when ready, or ask your new provider's clinic if they can write a temporary prescription before your first appointment.

Never let your antiretroviral medications run out, even for a few days. Missing doses can allow the virus to develop resistance to your current drugs, making them less effective or useless.

What to bring to your first appointment at the new provider

Bring your insurance card, photo ID, and a list of all medications you're currently taking (including doses and how often you take them). Bring any copies of your medical records that you have, even if you've already sent them — this serves as a backup if the originals haven't arrived yet.

Bring a list of questions about your care: whether your current medications will stay the same, when your next lab work will be, and how often you'll see the provider. If you've had side effects from any medications, write those down so you don't forget to mention them.

If your insurance has changed, bring documentation of your new coverage. Your new provider's billing department will need to verify your insurance before or at your first visit.

Handling insurance changes during a transfer

If you're changing insurance at the same time you're changing providers, contact your new provider's insurance verification department as soon as you know your new insurance information. Ask them to verify that your new insurance is accepted and that your antiretroviral medications are covered under the plan's formulary (the list of covered drugs).

If your new insurance doesn't cover one of your current medications, your new provider may need to switch you to a different drug before your first appointment. This should happen only if medically necessary — switching antiretrovirals can be complicated and should be done by your provider, not by insurance alone.

If you're uninsured or underinsured, ask your new provider about patient information programs run by the drug manufacturers, or about Ryan White funding, which can cover medications and care for people with HIV who meet income requirements. Your new provider's social worker can help you explore.

What happens if your records don't arrive in time

If your first appointment is scheduled but your records haven't arrived, call your new provider's records department the day before your appointment to confirm they have them. If they don't, ask your current clinic to fax them when ready, or bring your own copies to your appointment.

Your new provider can see you without your complete records, but they will want to review them before making any changes to your treatment. If records are missing, your provider may order repeat lab work to establish a baseline, which can delay decisions about your care.

After your appointment, follow up with your current clinic to confirm they sent all records. If records are still missing weeks later, request them again in writing and ask for a delivery confirmation or fax receipt.

Frequently Asked Questions

Can I transfer my care if I'm in the middle of treatment for an opportunistic infection?

Yes, but timing matters. If you're being treated for an infection like pneumonia or thrush, coordinate with both your current and new provider to make sure the new provider can continue that treatment without interruption. Your current provider should send detailed notes about the infection, what you're being treated with, and when the treatment should end. Schedule your new appointment during the treatment period, not after it ends.

What if my new provider wants to change my antiretroviral medications?

Your new provider may recommend a change for many reasons: your current regimen isn't suppressing the virus, you're having side effects, or there's a newer option that works better for you. This is a conversation to have at your first appointment. Don't stop taking your current medications while waiting for the change — take them as prescribed until your new provider tells you otherwise.

Do I need to tell my current provider why I'm transferring?

No. You don't owe an explanation. A straightforward written request to transfer care is enough. If you want to explain (for example, you're moving, or the clinic's hours don't work for you), you can, but it's not required.

What if I'm transferring to a provider in a different state?

The process is the same, but allow extra time for records to arrive by mail. Some states have different HIV reporting requirements, so your new provider may ask you to sign new consent forms. Your new provider's intake department can tell you what paperwork is needed for your state.

Can I transfer my care if I'm behind on paying my current clinic?

Yes. Clinics cannot refuse to transfer your records or stop your care because of unpaid bills. If your current clinic tries to do this, contact your state health department's patient advocate or call the National HIV Hotline. That said, address any outstanding bills before you leave — your new provider may contact your old clinic for information, and unpaid debt can affect your credit.