How to Request Medical Records by Fax

1. Find the provider’s medical records or Health Information Management office. Ask whether it accepts requests by fax and which form to use.
2. Complete the request with the records, dates and return method you need. Ask what proof of identity it requires and how it wants you to submit it.
3. Sign the form as directed. Upload the signed request and any verification pages the office specifically asks you to fax.
4. Review the PDF in Fax. Check that the signature, date range and return details are visible. Recheck the receiving fax number.
5. Submit when ready and save the delivery reference. Ask the records office how it will confirm the request and return the records.

Search the provider’s website for medical records, release of information or Health Information Management. A hospital may use separate numbers for scheduling, referrals and records. Call the records office if you can’t confirm which fax number handles patient requests or if several locations are listed.

Ask which records are available through the patient portal. If you need a copy outside the portal, clarify whether the office wants its form or accepts a signed written request. For example, ask for a visit summary for a particular date instead of requesting an entire chart when one document is enough.

• HHS guidance on accessing your medical records

Check the completed form for the requested date range, type of records and delivery preference. If a required signature is on a second page, open it in the PDF preview. Keep optional cover sheet details to what the office needs for routing.

This workflow covers a patient’s request. If you are requesting records for someone else, ask the provider which authorization and verification it requires. If you work for an organization handling regulated health information, follow your organization’s approved process and verify the agreements it requires.

• Review the Fax Trust Center

Ask how you’ll get the records. The office may offer portal access, pickup, mail or another method it supports. Choose a channel you can access. Fax is an outbound service, so provide a separate return channel if the provider needs one.

A fax transmission and the office’s processing are separate events. Save the delivery record and contact the records office if you need confirmation that the request was logged. It can tell you whether it needs additional information and when to expect a response.