Where to Request Your Medical Records

Your medical records are held by the doctors, hospitals, clinics, and therapists who treated you. Social Security does not store them — you must request them directly from each provider and then send copies to the Social Security Administration. Start by making a list of every medical provider you have seen in the past five years, including the facility name, address, and the dates you were treated there.

Contact each provider's medical records department by phone or in writing. Most hospitals and large clinics have a dedicated records office; smaller practices may route requests through the front desk. Ask for copies of all records related to your condition — test results, imaging reports, doctor's notes, diagnoses, and treatment plans. Some providers charge a copying fee (usually $0.25 to $1 per page), though a few waive fees for disability claims. Request records in writing when possible so you have proof of what you asked for and when.

Providers typically take 10 to 30 days to send records. If a provider is slow, call back and ask for a status update. If they refuse to send records or claim they have none, ask them to put that refusal in writing — Social Security may then contact them directly on your behalf.

Key Takeaways

  • Medical records come from your doctors and hospitals, not from Social Security, so you must request them yourself from each provider you have seen.
  • Request records in writing and keep a copy of your request so you can prove what you asked for and when you asked.
  • Providers usually take 10 to 30 days to send records, and some charge a copying fee, though fees are often waived for disability claims.
  • Social Security will contact providers directly if they refuse to send records, but this takes longer than requesting them yourself.
  • Organize records by date and provider before sending them to Social Security so the examiner can follow your medical history clearly.

What Records to Gather and Organize

Social Security needs records that show your condition, how it limits your ability to work, and how long it is expected to last. This means doctor's notes, test results, imaging reports (X-rays, MRIs, CT scans), lab work, hospital discharge summaries, and mental health treatment records if applicable. Do not assume Social Security will know what is important — include everything your providers give you.

Once you have records from all providers, organize them in a folder or binder in chronological order (oldest to newest). Write a straightforward cover sheet listing each provider's name, the dates covered, and the number of pages from that provider. This helps the examiner reviewing your claim follow your medical history without getting lost. If a record is hard to read, ask the provider for a clearer copy.

Keep one complete set for yourself and make a second set to send to Social Security. Do not send originals — always send copies. If you are working with a representative (a lawyer or advocate), give them a copy as well so they can review your records before your claim is submitted.

Requesting Records From Hospitals and Large Medical Centers

Hospitals and large medical centers have formal medical records departments. Call the main number, ask for medical records, and you will be transferred or given a direct phone number. Tell them you need copies of all records from your visits or admissions, and provide the dates you were treated. Ask whether they charge a fee and whether they can mail records or if you must pick them up in person.

Many hospitals now allow you to request records online through a patient portal if you have an account. This is often faster than calling. If you do not have a portal account, ask the records department how to set one up. Some hospitals require a signed authorization form before releasing records — they will mail or email this to you, and you sign and return it. This step adds a few days but is routine.

If you were hospitalized, ask specifically for the discharge summary, which is a one- or two-page document that summarizes your diagnosis, treatment, and condition at discharge. This is often the most important record for Social Security because it shows what was wrong and what the doctors concluded about your condition.

Requesting Records From Private Doctors and Clinics

Smaller medical practices often handle records requests informally. Call and ask to speak with the office manager or medical assistant. Explain that you need copies of your medical records for a Social Security disability claim. Provide your full name, date of birth, and the dates you were seen. Ask if they can mail records or if you need to pick them up, and whether there is a fee.

Some small practices ask you to come in person to sign a release form before they will copy records. If this is inconvenient, ask if they will accept a signed release form by mail or email. Many will. If a doctor's office is uncooperative, you can ask Social Security to request the records directly, but this delays your claim by several weeks. It is usually faster to handle it yourself.

If you see a therapist or psychiatrist, records may be more sensitive. Ask what they will include in copies sent to Social Security — some providers redact certain details but will send treatment summaries and diagnoses. Be clear that you want records related to your disability claim, not personal notes unrelated to your condition.

What to Do If Records Are Missing or Incomplete

If a provider says they have no records of your visits, ask them to document this in writing. This written statement becomes part of your claim file and shows you made a good-faith effort to obtain records. If you remember seeing a provider but cannot locate them (a doctor who moved, retired, or closed their practice), write down what you remember — the provider's name, location, approximate dates, and what was treated — and include this in your claim file.

If records arrive incomplete (for example, you received office notes but not lab results), contact the provider again and ask for the missing pieces. Keep track of what you have requested and what you have received. If a provider is unresponsive after two requests, contact Social Security and ask them to obtain the records. This is slower but sometimes necessary.

Do not worry if you cannot find every record. Social Security understands that old records are sometimes unavailable. What matters is that you made a reasonable effort to gather what exists and that the records you do have clearly show your condition and limitations.

Sending Records to Social Security

Once you have gathered and organized your records, you can send them to Social Security in several ways. If you are working with a representative (a lawyer or advocate), give them the records and they will submit them as part of your claim. If you are filing on your own, you can mail records to your local Social Security office, upload them through your online account (if you have created one), or bring them in person.

When you mail records, include a cover letter with your name, Social Security number, and a brief list of what you are sending. Mail to your local Social Security office — you can find the address on the Social Security website or by calling 1-800-772-1213. Keep a copy of everything you send and consider using certified mail so you have proof of delivery.

If you upload records through your online account, take a photo or scan of each page so the file is clear and readable. Label files by provider name and date so the examiner can find what they need. Do not send records in a format Social Security cannot read — stick to PDF, JPG, or standard image formats.

Understanding What Social Security Does With Your Records

Once Social Security receives your medical records, a claims examiner will review them and may send them to a medical consultant (a doctor hired by Social Security) who will summarize your condition and limitations. This consultant writes a report that becomes part of your file. You do not get to see this report before a decision is made, but you can request it after a decision is issued.

If Social Security needs additional information from your doctors, they will contact the providers directly. This is called a consultative examination request, and it can take several weeks. You do not have to do anything — Social Security handles the contact. However, if you know your doctor has recent records that are not yet in your file, you can send them proactively to speed up the process.

Social Security may also schedule you for a consultative examination with a doctor they choose if your records do not clearly show your condition or limitations. This is a one-time appointment, usually with a doctor you have never seen before, and Social Security pays for it. You will receive a notice in the mail with the date, time, and location.

Frequently Asked Questions

Can I ask my doctor to send records directly to Social Security?

Yes. Some doctors will do this if you ask and provide Social Security's address. However, most doctors prefer that you request records yourself because it is faster and does not require them to handle the mailing. Ask your doctor's office what they prefer. Either way works — what matters is that Social Security receives the records.

What if I cannot afford the copying fees?

Many providers waive fees for disability claims if you explain why you need the records. Ask when you call. If a provider charges a fee you cannot pay, contact Social Security and explain the situation — they can request the records directly, though this takes longer. Do not let a small fee prevent you from gathering records; Social Security will help if cost is a real barrier.

How far back should I request medical records?

Request records from the past five years at minimum. If your condition started earlier, go back further. Social Security wants to see the full history of your condition, including when it began, how it has changed, and what treatments you have tried. Older records can be important if they show the onset of your condition or failed treatments.

Do I need to send original records or can I send copies?

Always send copies, never originals. Keep your originals in case you need them later for another purpose or if Social Security loses something. Copies are legally acceptable and are what Social Security expects. If a record is hard to read, ask the provider for a clearer copy before sending it.

What if my records show I was working while receiving treatment?

Send all records anyway. Social Security understands that people sometimes work despite medical conditions, especially if the work is part-time or temporary. What matters is whether your condition prevents you from working full-time on a sustained basis. Your records will show what treatment you were receiving and what your doctors said about your limitations — that is what Social Security uses to make a decision.