Kaiser Permanente Fax Numbers for Medical Records

Kaiser Permanente has no single national records fax

Kaiser Permanente is a set of regional health plans and medical groups, and each region runs its own Release of Information unit. Kaiser’s own authorization form says so directly: it tells members to use “the Release of Information Unit listed for your region of service”, published at kp.org/requestrecords.

Four regions publish a records fax on their own pages: Washington, with one line for each side of the state, plus Colorado, Georgia and Hawaii. Kaiser Permanente Mid-Atlantic States is different again, publishing a separate Health Information Management fax for each of its thirteen medical centers, from Camp Springs to Caton Hill.

The rest publish none. Southern California lists a Release of Information office for each of thirteen areas, from Antelope Valley to Woodland Hills, giving a phone number and an email address for each and no fax. The Northwest region, covering Oregon plus Longview and Vancouver in Washington, takes the request online, by email or by mail. California’s own authorization form prints no submission fax at all and sends members to their region’s Release of Information unit, which for Northern California members means the contact route on My Doctor Online rather than a fax.

So a number that works for a member in Renton is the wrong destination for a member in Denver, and a member in Sacramento has no fax route at all. Send to the row above for the region and medical center that treated you.

Check the revision date on any Kaiser form you are holding

Kaiser reissues its regional authorization forms, and an old revision can keep working at its old web address long after the region stops linking it. The Washington form is the live example. The revision Kaiser links today, marked DL1056470-01-24 in the footer, gives the two Washington numbers above. An earlier revision marked DL1056470-01-20 is still downloadable, still looks current, and gives two different numbers that no longer appear anywhere on Kaiser’s Washington records page.

That is worth knowing because a printed form in a drawer, or a PDF saved a year ago, carries whatever numbers were current when it was made. Look at the footer code, and if it does not match the form linked from your region’s records page today, download a fresh copy before you send.

What Kaiser members send by fax

The paperwork that still moves by fax is the paperwork that carries a signature:

• A signed authorization to disclose health information, releasing your chart to yourself or to a new provider
• A records request when you are leaving Kaiser and your next clinic needs your history
• Disability, FMLA, or leave paperwork a Kaiser physician has completed and signed
• Outside records going the other direction, when a non-Kaiser provider needs your history added to your Kaiser chart

A release form plus an ID copy is usually two to four pages, which is inside the free monthly allowance on every FaxTerra account.

Two regions publish a wait to plan around: Georgia says a request can take up to 10 business days, and Colorado says to allow 10 to 15. Georgia also notes that some requests carry a fee, and that it will call you for payment before releasing the records.

Verify the number before you send

A records request contains your name, date of birth, and often your medical record number. Sending it to the wrong number sends that to a stranger, so confirm the destination first:

• Use the fax number printed on the Kaiser form or letter in front of you, after checking its revision date against the form your region links today. That number is specific to the department expecting your document.
• If you have no form, sign in at kp.org, set your region, and open the records request page for that region.
• Call the Release of Information number for your region and ask them to read the fax number back to you.
• Do not use a number from a third-party directory or a search snippet. Kaiser publishes these itself, and the published version is the one to trust. Every number on this page is read from a Kaiser page or form, and the sources are listed at the bottom.

How to fax Kaiser Permanente without a fax machine

Create a free FaxTerra account with an email address. Upload your signed authorization as a PDF or as photos taken with your phone, enter the Kaiser fax number for your region, and send. You get a delivery confirmation you can keep with your records.

Small documents send free within your monthly free pages. Longer packets are covered by a one-time credit pack from about 10¢ a page. For accepted file types and page limits, see how to send a fax. If you are gathering records from more than one place, faxing medical records covers the whole process, and Mayo Clinic is a useful comparison because it publishes one national Release of Information line instead of routing by region.