How to Transfer and Get Copies of Your Medical Records
You have a right to see your medical records or get copies. You may view most of your medical record online at no charge if you get care at a Kaiser Permanente medical offices clinic.
If you are a Washington resident and get treatment in the Vancouver/Longview area, visit healthy.kaiserpermanente.org/oregon-washington.
Copies for your own records: You have the right to receive a copy of your health information in a format you prefer (paper or electronic). You can request that your health information be sent to any person or entity. You can request copies of your medical record and your children's medical records in writing using an authorization form or a letter. There is no charge for requests made directly by patients.
Transferring medical records from Kaiser Permanente of Washington: If you are requesting that Kaiser Permanente send a medical record to a non-Kaiser Permanente medical facility, please make a request as described below. You don't need to transfer records if you are seeing different providers at Kaiser Permanente medical offices.
Sending medical records to Kaiser Permanente of Washington: If you get care from a doctor or other provider who isn't based at a Kaiser Permanente medical office, you should contact that provider or medical facility to get copies of records or to have your records transferred. Copies should be sent to the Kaiser Permanente location where the patient will be seen. To find the fax number, go to Locations and find the medical office. The fax number is at the top of the page, under the picture of the building.
You can fill out the appropriate form to transfer your requested health information to a non-Kaiser Permanente provider or facility, to another third party, or for yourself. We accept non-Kaiser Permanente forms as long as they comply with federal and state law.
Or, if you choose to write a letter, it must include the following required elements:
- Signed by the individual (patient)
- Clearly identify the person designated to receive the records
- Identify where to send the copy of protected health information
Submitting Your Request
Submit your request to the Business Office of your local Kaiser Permanente clinic or by fax or mail to your regional location. There is no charge for requests made directly by you for your own records.
Kaiser Foundation Health Plan of Washington
Centralized Release of Information, RCG-D1N-02
PO Box 9812
Renton, WA 98057-9054
206-630-6848 or 1-866-656-4184
Central & Eastern Washington and North Idaho
Kaiser Foundation Health Plan of Washington
Centralized Health Information Management
P.O. Box 204
Spokane, WA 99224
Processing Your Request
We will make records available in a timely fashion not to exceed 15 working days. If we're not able to make records available at the time of request, we will inform you of the status of your medical records and produce your medical record within 21 days from the receipt of the request. If the information requested does not exist or cannot be found you will be notified within 15 working days. These timeframes are consistent with state law RCW 70.02.080 and 70.02.090.
Medical records usually are mailed. Only in emergency situations may records be picked up. A valid photo ID must be presented.
If someone other than the patient picks up records, we require a note from the patient that specifies who may pick up the records. A valid photo ID must be presented.
If you are requesting records from a non-Kaiser Permanente medical facility, you must contact that facility directly.
Charges for Copies
If the records are being sent directly to another physician, or if the records are being requested directly by a patient or member, there is no charge.
Requests made by parties other than a patient or member may be charged a fee consistent with WAC 246-08-400. Members or patients have the right to request paper copies, electronic copies on DVD, or downloadable electronic copies from a secure web portal.
Kaiser Permanente uses a copying service company called CIOX Inc for medical records which handles delivery of records to requesters. Questions regarding delivery or billing should be directed to CIOX at 800-236-3355. There is a different fee when records are requested by or for insurance companies and attorneys.
Please allow up to 15 business days.
Members with Kaiser Permanente member website access can also download medical records at no charge. The online Kaiser Permanente member website record doesn't include certain hospital records, Behavioral Health records, or care from providers who don't work at a Kaiser Permanente facility. Requests for those records should be made to the Centralized Release of Information unit. (See the Submitting Your Form section above.)
You may revoke release authorization at any time by submitting the Revocation form to your health care provider, unless the provider has already acted on the original request.
- Revocation of Authorization for a Release of Information by Kaiser Foundation Health Plan of Washington (PDF)
You have the right to request changes to your record. You also have the right to know when information from your record has been inappropriately disclosed. You may request restrictions on the use and disclosure of personal information.
For more information see: