Trinity Health Fax Numbers for Medical Records

Three organizations are called Trinity Health

This is the first thing to settle, because a records request sent to the wrong Trinity Health goes to a company that has never treated you.

• Trinity Health, headquartered in Livonia, Michigan, at trinity-health.org. A national system organized into regional health ministries, each with its own site and its own Health Information Management office. Most of the table above belongs to this one.
• Trinity Health in Minot, North Dakota, at trinityhealth.org. A separate organization with a single Release of Information office, reachable at (701) 418-7671.
• Trinity Health System in Steubenville, Ohio, at trinityhealth.com. A third, unrelated organization.

The domain is the quickest tell. If the discharge paperwork, the bill, or the patient portal you use points at one of those three addresses, that is the organization holding your chart.

The national Trinity Health routes records to the ministry that treated you

Trinity Health's headquarters site publishes no records fax and no national records address. It routes patients to the regional ministry, and each ministry publishes its own contacts on its own domain. The numbers above are read from those pages, one row per fax line, and the table carries every patient-usable fax the ministries print.

Pick the row for the hospital that treated you. A signed authorization sent to a records office that has no chart for you sits with a department that cannot release anything, and nobody forwards it. The ministries split the work differently. Trinity Health Of New England runs one Hartford office for all of its Connecticut and Massachusetts hospitals, with separate lines only for its Massachusetts medical group and for radiology images. Trinity Health Mid-Atlantic, Loyola Medicine, Holy Cross Health and St. Peter's Health Partners each publish a line per hospital. Saint Agnes in Fresno and St. Joseph's in Syracuse each have one office.

Some ministries publish no fax at all. Trinity Health Michigan lists a phone number and a mailing address for each location, from Ann Arbor and Chelsea to Grand Rapids and Muskegon, and none of its authorization forms carries a submission fax. Saint Alphonsus in Idaho and Oregon, Mount Carmel in Columbus and MercyOne in Iowa take requests online, by email or by mail. Within Mid-Atlantic, Mercy Fitzgerald, Mercy Philadelphia and Nazareth Hospital take the form by email to a records vendor or in writing, while Saint Francis Wilmington and St. Mary Medical Center take it by fax. If you were treated at a Trinity Health hospital that is not in the table, start from that ministry's own records page rather than a search result.

What the ministries say about faxing records back

The lines above get your request in. What comes back, and how, is set by each ministry. Trinity Health Of New England states that a request is processed within 30 calendar days unless it tells you otherwise. Trinity Health Mid-Atlantic and St. Peter's Health Partners process requests through a records vendor, and Mid-Atlantic says the records are secure-emailed to the recipient named on the authorization. Saint Mary's Hospital in Grand Rapids, part of Trinity Health Michigan, marks the fax option on its form as for a hospital or physician office only, so your own copy comes another way. The unrelated Trinity Health in Minot puts a page limit on it: "Records can only be faxed if there are 50 pages or less. If there are more than 50 pages, the records will be mailed."

If the records are going to another doctor, name that office and its fax number in the delivery section of the form. Records sent directly to a provider for continuing care are the case every ministry handles fastest, and Loyola lists the patient abstract as free.

What Trinity Health patients send

The documents that still travel this way carry a signature:

• A signed authorization releasing your record to yourself or to a new provider, on the form for your ministry. Holy Cross covers both of its hospitals on one form; Loyola, St. Peter's and the others publish their own.
• A records request when you are changing systems and the next clinic needs your history
• Guardianship, power of attorney, or health care proxy paperwork, attached to a request you are making on someone else's behalf
• Disability, FMLA, or leave forms a Trinity Health physician has completed

A signed authorization plus an ID copy is two to four pages, which is inside the free monthly allowance on every FaxTerra account. Saint Agnes asks for the photo ID copy explicitly; it is a sensible thing to include everywhere.

Verify the number before you send

Confirm the destination before a document with your date of birth on it leaves your hands:

• Start from the ministry's own site, not from a search result. The regional Trinity Health site for the state you were treated in publishes its own contacts, and those are the ones its staff watch.
• Use the fax number printed on the authorization form you downloaded, if the form has one.
• Call the Health Information Management number for your hospital and ask them to read the fax number back to you.
• Check that the organization matches. A Connecticut number will not help a patient treated in Minot, and the two are not the same company.

How to fax Trinity Health without a fax machine

Create a free FaxTerra account with an email address, upload the signed authorization as a PDF or as phone photos, enter the number from the row above for your hospital, and send. A delivery confirmation arrives by email.

Small documents send free within your monthly free pages, and longer packets are covered by a one-time credit pack from about 10¢ a page. See how to send a fax for accepted files and page limits, faxing medical records for the wider process, and the Kaiser Permanente guide for another national system that routes records by region.