How to Fax a Medical Records Request (HIPAA Right of Access)

Switching doctors, filing an insurance claim or just keeping your own copy: there are many reasons to ask for your medical records. Many hospitals and practices still handle these requests by fax. Here is what to write, what the law says about timing, and how to send it without a fax machine.

Step 1: Check whether the provider has its own form

Many hospitals and practices have a "request for access" or "authorization for release of information" form on their website. Using it often speeds things up, because the records department gets everything it needs in a familiar layout. If there is no form, a simple signed letter works. A provider may require that requests be made in writing, as long as it tells you so.

Step 2: Write the request

• Your full name, date of birth and, if you have it, your patient or account number
• Which records you want, for example all records, lab results or imaging reports
• The dates of care, if you only need a certain period
• How you want to receive them, for example as a PDF by email, on paper by mail, or through the patient portal
• Where to send them: your address or email, or a third party such as your new doctor
• Your signature and the date

If the records should go directly to another person or provider, say so clearly and include that recipient's name and address.

Step 3: Know your rights on timing and fees

Under the HIPAA Privacy Rule, you have a right to access your own health information. A covered provider generally must act on your request within 30 calendar days of receiving it, and may extend this once by up to 30 days if it explains the delay in writing. Fees must be reasonable and cost-based. Some states have shorter deadlines or their own fee rules.

Step 4: Fax it with your ID attached

1. Find the fax number of the records department (often called Health Information Management or Medical Records). It is usually on the request form or the provider's website.
2. Open sendfaxfast.com and upload your signed request. Add a second file, such as a photo of your ID, if the provider asks for one. You can mix PDF, JPG and PNG, set the order, and everything is combined into one fax.
3. Enter the fax number with the country code and your email address, then pay for this one fax.
4. Save the delivery report from your email. It includes an image of the first page, so you can show what you sent, when and to which number.

Fax is black and white. A dark, well-lit photo of your ID comes through best. See How to fax a document from a phone photo.

What does it cost?

No answer after 30 days?

Call the records department and mention the date your fax was delivered. If the provider still does not respond, you can file a complaint with the HHS Office for Civil Rights. Your delivery report helps to show when the request was received.