How to Fax a Medical Records Request
You have a right to get copies of your health records. Here's how to send a written request by fax, what the rules say about deadlines and fees, and what to keep in mind before you send.
Published: 2026-10-19
Under HIPAA, you have a right to access your own health records. Providers may ask for that request in writing, and some list fax as one way to send it. You may also need to send forms or documents to a provider or a health plan. With AnytimeFax you can fax your own request or documents from your phone or computer, without a fax machine, account or subscription. This guide covers what the federal rules say and how to send your request.
For individuals sending their own information
AnytimeFax is for people sending their own documents, or documents they are authorized to send on their own behalf. AnytimeFax is not a HIPAA business associate and does not sign Business Associate Agreements. Healthcare providers, health plans and other covered entities must not use AnytimeFax to send protected health information on their behalf.
Providers generally have 30 days to act
Under 45 CFR 164.524, a covered entity must act on your access request no later than 30 days after receiving it. It may extend that once, by up to 30 more days, if it tells you in writing.
What you need
- Your written request, signed — on the provider's own form if they have one, or a letter with your name, date of birth, the records you want and how you want to receive them.
- The provider's or plan's fax number, taken from their official website, a letter or their records office.
- The file as a PDF, DOC or DOCX — up to 10 MB in total and 20 pages per order (larger jobs can be quoted).
- An email address to receive a one-time verification code.
Step-by-step
Ask how the office takes requests
A covered entity may require access requests in writing if it tells patients so. Check the provider's website or call the records office to get their form and confirm that fax is one of the ways they accept requests.
Fill in and sign the request
Use the provider's form if there is one. Say which records you want, the dates, and whether you want paper or electronic copies. If you want the records sent to someone else, such as another doctor, say so and include that recipient's details.
Scan it to PDF
Scan every page with your phone or a scanner. Make sure your signature and identifying details are readable.
Upload and enter the fax number
Upload the file to AnytimeFax and type the fax number exactly as it appears on the official source.
Confirm and pay
Verify your email with a one-time code. At checkout you accept the Terms and confirm that you are sending sensitive information on your own behalf. Your first one-page fax is free (once per email address). After that: $4.99 for 2–4 pages, $5.99 for 5–10 pages and $7.99 for 11–20 pages. If you already used the free fax, a single page costs $4.99 (Standard) or $20 (Urgent).
Keep proof and follow up
Save your order ID (it starts with AF-) and invoice. Note the date you sent the request so you know when the 30-day period applies, and follow up with the office if you don't hear back.
Tips
- If you want your records sent directly to a third party, HHS says a covered entity may accept a scanned signed request, an electronically signed request, or a faxed or mailed copy, and cannot require you to come in person.
- Providers may not charge you for searching for and retrieving your records, and may not withhold your records because you have an unpaid bill, according to HHS.
- Fees must be reasonable and cost-based. HHS guidance describes an optional flat fee of up to $6.50 for electronic copies of records kept electronically; HHS notes this guidance applies only to the extent it is consistent with the Ciox v. Azar court decision.
- Some health plans list fax as an option for forms such as prior authorization requests. Check your plan's official instructions for the right form and number.
Common mistakes
- Sending a request without a signature when the office asks for a signed form.
- Leaving out which records or dates you want, which can slow things down.
- Using a general fax number instead of the records or release-of-information department's number.
- Assuming a delivered fax means the office has started working on the request — follow up to confirm.
Delivery expectations
Standard, Extended and Large orders are delivered within 24 hours, and the free one-page option can take up to 3 days. Urgent orders ($20, up to 20 pages) are processed within 90 minutes of payment confirmation. A successful delivery confirms that the fax was transmitted to the recipient's fax number; it does not confirm that someone has reviewed or accepted your document. The 30-day response period is the provider's responsibility under federal rules, not something AnytimeFax controls.
Alternatives
- A patient portal, if your provider offers one for records requests.
- Mailing the signed request to the provider's records department.
- Delivering the request in person, if that's easier for you (a provider cannot require it for third-party requests).
- Your health plan's online portal, when it offers one for forms and requests.
Frequently asked questions
Official sources
- eCFR — 45 CFR 164.524, Access of individuals to protected health information
- HHS — Is $6.50 the maximum amount that can be charged?
- HHS — Can an individual, through the HIPAA right of access, have a covered entity send PHI to a third party?
- HHS — Your medical records
- Blue Cross Blue Shield of Michigan — Medicare drug prior authorization
Last verified: 2026-10-18
AnytimeFax is an independent service operated by Rise & Built Corp. It is not affiliated with HHS, any healthcare provider, any health plan or any government agency. Third-party requirements were checked on the date shown above; always confirm current requirements with the recipient. This page is general information, not legal or medical advice.