How to Inspect or Request a Copy of Your Medical Records

Patients, or their legal representative, may inspect, obtain copies of, or have copies of their Kaiser Permanente Santa Clara medical records sent to another medical facility.

Kaiser Permanente Santa Clara is required under the State of California's Confidentiality of Medical Information Act to obtain an original, complete and properly executed Authorization for Disclosure of Health Information form before the hospital may provide a copy of a patient's records to anyone, including the patient.

In certain cases, a patient's physician, psychologist or social worker may also be required to approve a request.  Follow the steps below to make your request.

• Print and complete the Authorization for Use and/or Disclosure of Member/Patient Health Information form
• Indicate the dates of treatment for which you are requesting information. This is particularly important for individuals that have had multiple episodes of care at Kaiser Permanente Santa Clara. 
• Indicate the type of records needed.  Radiology images, telemetry tapes or photos are not part of your medical record.  Your official records contain reports that interpret those images, tapes and photos.  If you need copies of these items, you must specifically request them under the section for "other health information."
• Requests must specifically be signed if requesting information regarding
• AIDS/HIV
• Psychiatric Care
• Alcohol/Drug Abuse
• Fertility Treatment
• Genetic Records
  

• Once the authorization form has been completed, the request can be made in person or by mail or fax to the location below:
  • Kaiser Santa Clara Medical Offices
    Homestead Campus
    Dept 160 Patient Records
    710 Lawrence Expressway
    Santa Clara, CA  95051-5173
    Hours: Monday - Friday, 9:00am - 5:00pm, except Holidays
    Phone:  (408) 851-1750
    Fax:  (408) 851-1739
• If you have records at Kaiser medical offices in Campbell, Milpitas, or Mountain View, submit your request to that facility (see addresses and contact information below).
• If you are submitting a request for copies of medical records for personal use via mail for fax and would like your records mailed to you, please make sure to include a copy of your drivers license or picture ID so we may verify your identity.

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Frequently Asked Questions (FAQ) Regarding Medical Records

• How much does it cost to get a copy of my medical records?

• Copies of medical records for continuing medical care (i.e. last three years from current date) are provided without charge when requested by or disclosed to a doctor or another healthcare facility.
• Copies of medical records for personal use are 25 cents per copy (i.e. one side of a page). Additional fees may apply for letters, reports, completion of forms, or other special services requested.

• How long will it take to process my medical records request?
• Please allow up to 15 days for processing of requests for copies.  If you have special requirements, such as for urgent medical care, please inform the Patient Record’s staff at the time you submit your request. 
• Copies can sometimes be made available sooner if you make arrangements to be contacted for pickup of your record copies at the time you submit your request. 
• Records older than one year must be retrieved from off-site storage and may take longer to make available than more recent records.
• Appointments for inspecting or viewing a medical record will be made within 5 days of submitting a completed authorization form.
• How can I get copies of my medical records from other Kaiser facilities?
• Kaiser facilities maintain medical records on the patients they treat.  If you received care at another Kaiser facility and require information about your care there, you should submit a request directly to that facility.  The Kaiser Santa Clara Patient Record’s office can provide addresses of other Kaiser facilities for this purpose.
• May someone else pick up a copy of my medical records?
• If an individual other than the patient including a spouse is picking up a request, then that individual will need an original signed authorization letter from the patient and a photo ID.
• How long do you keep medical records?
• Adult medical records are kept indefinitely.  The records of patients who were 18 years or less at the time of treatment are kept for 25 years.  Female (new moms) delivery medical records are also kept for 25 years.
• How do I get a copy of my immunization records?
• Patient Records can provide you with a computer printout of your immunizations from 1992 to the present on request.  Immunization records prior to 1992 will be retrieved from your medical records when they are available and copies provided.
• How do I get copies of my x-rays?
• Radiology images, telemetry tapes or photos are not part of your medical record.  Your official records contain reports that interpret those images, tapes and photos.  If you need copies of these items, you must specifically request them under the section for "other health information."

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