Kaiser does not process disability claims — you file directly with Social Security

Kaiser Permanente is your health insurance provider, not the body that decides whether you receive disability benefits. When you explore for Social Security Disability Insurance (SSDI) or Supplemental Security Income (SSI), you file with the Social Security Administration, not with Kaiser. Kaiser's role is limited to providing medical records that support your claim.

This is an important distinction because many people assume they explore through their insurance company. You do not. You explore to Social Security directly, and you will need Kaiser records as evidence of your condition.

Key Takeaways

  • You file for SSDI or SSI with the Social Security Administration, either online at ssa.gov, by phone at 1-800-772-1213, or in person at your local Social Security office.
  • Kaiser provides medical records and documentation of your treatment, but does not make the disability decision.
  • Before you file, gather records from Kaiser showing your diagnosis, treatment dates, medications, and any work restrictions your doctor has noted.
  • Social Security will request Kaiser records directly from your doctor once your claim is filed, so you do not need to submit them yourself unless Social Security specifically asks.

What Kaiser records you will need for your claim

Social Security bases its decision on medical evidence. The records Kaiser has on file are often the strongest evidence you can provide. Before you file, contact Kaiser and request copies of records that show the severity of your condition and how it affects your ability to work.

Specifically, ask for: your diagnosis and the date it was diagnosed, all treatment notes from your doctors, results of any tests or imaging (MRI, X-ray, blood work), a list of all medications you take and when you started them, any restrictions your doctor has placed on your work or daily activities, and notes about how your condition has changed over time. If your Kaiser doctor has written that you cannot work or have significant limitations, that document is particularly valuable.

You do not need to pay Kaiser to release these records — federal law requires them to provide copies at no cost or at a reasonable copying fee. Request them in writing or ask at your Kaiser facility's medical records department.

How to start your SSDI or SSI process

You have three ways to file: online at ssa.gov, by phone at 1-800-772-1213, or in person at your local Social Security office. The online option is fastest if you have a Social Security account set up.

When you file, you will provide basic information about yourself, your work history, your medical condition, and the date your condition began preventing you from working. You will also list your doctors and hospitals — this is where you name Kaiser and your specific Kaiser facility. Social Security will then contact Kaiser directly to request your medical records.

The phone line is open Monday through Friday, 9 a.m. to 4 p.m. in your time zone. If you prefer to file in person, find your local office at ssa.gov/locator. Many people find the in-person route helpful if they have questions during the process.

What happens after you file

Once Social Security receives your process, they will send a request to Kaiser asking for your medical records. This typically takes one to two weeks. Kaiser will send the records directly to Social Security — you do not need to follow up with Kaiser unless Social Security contacts you asking for additional information.

Social Security will then review your records and make a decision. This process usually takes three to five months, though it can take longer if your case is complex or if Social Security needs more information from Kaiser. You will receive a letter in the mail with the decision.

If Social Security denies your claim, you have the right to appeal. Many people are denied on their first process and approved on appeal, so a denial does not mean your case is over.

If Kaiser denies you treatment or says you are not disabled

Sometimes people worry that if their Kaiser doctor says they can work, Social Security will automatically deny their claim. This is not how it works. Social Security makes its own independent decision based on all your medical evidence, not on what any single doctor says.

If your Kaiser doctor has told you that you are not disabled or that you can work, but you believe you cannot, you can still file. Social Security will review all available medical evidence, including notes from other doctors you have seen. If you have seen specialists outside Kaiser, those records matter too.

If you believe Kaiser is not documenting your condition accurately, you can request that your Kaiser doctor add notes to your file, or you can seek a second opinion from another doctor. You can also include a written statement in your Social Security process explaining your perspective on your condition.

Working with a representative during your claim

Many people hire a disability representative or attorney to help with their claim. These representatives can request records from Kaiser on your behalf, help you gather evidence, and represent you if you need to appeal. They are paid only if you win your case, and their fee is set by Social Security (usually 25 percent of your back pay, up to $7,200).

A representative cannot speed up Social Security's decision or change how they evaluate your case, but they can make sure your Kaiser records are complete and that Social Security has everything they need to make a fair decision. If you are considering hiring a representative, look for one accredited by the Social Security Administration — you can find a list at ssa.gov/representation.

Frequently Asked Questions

Can I file for disability while still working at Kaiser or another job?

Yes. You can file for SSDI or SSI while working, but your earnings may affect your case. Social Security looks at whether you are earning substantial income (in 2024, more than $1,550 per month for non-blind individuals). If you are earning above that amount, Social Security may determine that you are able to work and deny your claim.

Does Kaiser have to tell Social Security that I asked for disability?

No. Your request for medical records does not automatically notify Social Security or your employer. Kaiser keeps your medical information private. Only you decide when and how to tell your employer about your disability claim.

What if Kaiser says my records are not available or were destroyed?

If Kaiser cannot locate your records, ask them to provide a written statement saying so. You can then file your Social Security claim and explain that Kaiser records are unavailable. Social Security will work with other evidence — records from other doctors, your own written account, or testimony from people who know your condition.

How long does it take Kaiser to send my records to Social Security?

Kaiser typically sends records within two to three weeks of receiving Social Security's request. If it takes longer, you can contact your Kaiser medical records department and ask them to expedite the request, or you can contact Social Security and ask them to follow up.

Do I need Kaiser's permission to file for disability?

No. You do not need permission from Kaiser, your employer, or anyone else to file for disability. It is your right to explore for Social Security benefits based on your medical condition.