List of Forms and Contact Details Required to Request Medical Records From AdventHealth
Requesting medical records from AdventHealth takes more than submitting a generic authorization and waiting. AdventHealth operates 57 hospitals and more than 2,000 care sites across nine states, spanning hospitals, medical groups, urgent care centers, and imaging facilities, with facility-specific routing for releasing protected health information. For personal injury attorneys managing case timelines, knowing the requirements upfront prevents the delays that derail litigation schedules. A medical record retrieval service like Codes Health handles authorization validation, provider follow-up, and completeness verification so legal teams can focus on case strategy.
Key Takeaways
AdventHealth publishes facility and service-line-specific medical records contacts across Florida, Georgia, Colorado, Illinois, Kansas, Kentucky, North Carolina, Texas, and Wisconsin
Processing times vary by facility, request type, record availability, and applicable law. HIPAA generally requires covered entities to act on an individual's access request within 30 calendar days, subject to one permitted extension
The authorization form's specially protected categories section must be completed for all requests, or those portions may be withheld even with an otherwise valid authorization
AdventHealth currently identifies a ChartSwap pathway for law firm and life insurance hospital record requests, separate from the Swellbox eRequest links used elsewhere
Recently integrated facilities may keep legacy portals or record request processes for care delivered before a specified transition date
Codes Health validates authorizations before submission and manages persistent follow-up, working toward records in a couple of weeks on a flat fee
Understanding the AdventHealth Records Request Process
AdventHealth is a multi-state system affiliated with the Seventh-day Adventist Church, operating hospitals, medical groups, urgent care centers, home health agencies, hospices, and imaging centers. For legal professionals pursuing personal injury, medical malpractice, or workers' compensation claims, complete records from AdventHealth facilities drive case qualification, damages documentation, and trial preparation.
For attorney-initiated requests, AdventHealth instructs the attorney or other requestor to submit the applicable patient authorization. Other HIPAA disclosures, such as provider-to-provider treatment disclosures, may occur without a patient authorization, so the authorization requirement is not universal across every disclosure type.
AdventHealth accepts requests through several channels:
Online request pathways, with different destinations by requestor type and region
Fax to the HIM number listed for that facility
Mail to the facility address
Phone for status inquiries rather than initial requests
What makes AdventHealth complex is that it cannot be treated as a single entity. Facilities maintain their own Health Information Management workflows, and routing details differ enough that the current directory should be your source of truth rather than a number you used last quarter.
Required Forms
Getting the Authorization Form
For attorney, insurance, disability, and many formal release requests, AdventHealth requires an appropriate authorization or request form, available from facility-specific pages or the medical records department at any location. Patients may also access many records directly through their AdventHealth Account and MyChart without a formal authorization.
The authorization must include:
Patient full legal name and date of birth
Specific dates of service requested
Types of records needed, such as medical, billing, imaging, and operative reports
Destination information, including attorney name, firm, address, phone, and fax
Patient signature, or legal representative signature with proof of authority
Purpose of the request
Completing the Sensitive Categories Section
The most consequential part of AdventHealth's authorization is the specially protected information section, which the current form states must be completed for all requests. Among the categories listed:
Mental and behavioral care and treatment
Substance use disorder care and treatment
Psychological testing
HIV/AIDS testing or treatment
Pregnancy
Sexually transmitted diseases
Genetic testing
Sexual assault or abuse
Child abuse and neglect
These categories require explicit consent. Generic authorization language is not enough. If a patient signs without addressing behavioral health, psychiatric consultation notes may be withheld even while the rest of the chart is released.
The form states that authorization is voluntary and that refusing to sign does not affect treatment, payment, enrollment, or eligibility for benefits.
For attorneys working cases involving psychological trauma or substance use history, making sure clients understand and authorize these categories is what separates a complete record set from one with a hole in the middle of it.
On expiration: AdventHealth Central Texas's published authorization states that if no expiration is specified, the authorization expires 90 days after signature, and any stated expiration may not exceed 90 days. Do not assume the same period applies to every AdventHealth-affiliated Texas facility without checking the applicable form.
Contact Information for AdventHealth Medical Records
Finding the Right Facility Contact
AdventHealth uses regional phone consolidation, so multiple facilities share a number for medical records inquiries. Fax routing varies: some facilities have unique fax numbers, while others share regional or service-line fax numbers. Always use the current AdventHealth directory for the specific facility rather than assuming one facility equals one fax line.
AdventHealth Orlando and related Central Florida facilities
Phone: 407-303-9175
AdventHealth Tampa and several West Florida facilities
Phone: 813-615-7292
AdventHealth Daytona Beach
Phone: 386-231-3066
Fax: 386-231-3323
Confirm the exact facility in AdventHealth's current directory before sending or following up on a request, since these numbers cover multiple locations and coverage changes.
Former Bond Clinic (Florida): Bond Clinic became part of AdventHealth Medical Group effective April 1, 2026. For visits before that date, the legacy Medfusion portal remains available, and AdventHealth currently directs pre-April 1 medical records requests to Bond Clinic Medical Records at 863-293-1191, extension 3256, or by fax at 863-299-0331.
General Directory
For facilities outside these regions, the AdventHealth medical records directory provides state-by-state contact information organized by facility type.
Requests involving multiple facilities may require separate routing or submissions depending on the facilities involved. Confirm routing and billing requirements in AdventHealth's current directory before submitting rather than assuming every treating location generates its own authorization and invoice.
Online Requests: MyChart and Portals
The AdventHealth Account and MyChart
AdventHealth has implemented Epic MyChart as its primary patient portal across most facilities. Patients with active accounts can view portions of their records, request refills, and message care teams. Portal access does not eliminate the need for formal requests.
AdventHealth states that some records are not available online and that historical records may not be fully available through the AdventHealth Account. A formal request may be needed for a complete medical history spanning multiple years or facilities.
Choosing the Right Request Pathway
AdventHealth uses several electronic request pathways. Many patient and healthcare-entity eRequest links route through Swellbox, while the current medical records page separately identifies a ChartSwap pathway for law firm and life insurance hospital record requests.
This matters for legal teams. AdventHealth's directory uses different eRequest destinations for certain regions and service lines, and it would be easy to assume attorneys pick among those regional wizards. Follow the law firm request pathway AdventHealth currently identifies rather than the patient or healthcare-entity wizard. For attorney requests, charges are billed directly to the requesting party rather than the patient.
Retrieving Older or Archived Records
Legacy Portals After Facility Integration
AdventHealth's acquisitions have created real complexity for historical records. Recently integrated facilities may continue to use legacy portals or record request processes for care delivered before a specified transition date.
Documented transition points:
AdventHealth Avista (Colorado): portal access for visits before January 28, 2024 runs through MyCommonSpirit-Mountain, with visits on or after that date in the AdventHealth portal
AdventHealth Polk (North Carolina): visits before January 19, 2025 use the My St. Luke's Provider portal, with later visits in the AdventHealth portal
Former Bond Clinic: visits before April 1, 2026 remain associated with the legacy Medfusion workflow
Completeness Across Transition Dates
For cases spanning treatment before and after a facility integration, requests may need to go to both the legacy system and current AdventHealth systems. AdventHealth's centralized medical records directory provides current routing information, but recently integrated facilities may also have separate legacy instructions for older records, so the directory alone will not always answer which pathway applies to a given date of service.
This is where a retrieval service earns its keep. Codes Health's completeness review compares returned materials with the original request and available patient history, flagging missing facilities, date ranges, or billing records so they can be pursued rather than quietly closed out.
Tips for a Smooth Request
Verifying Accuracy Before Submission
Codes Health identifies incomplete or defective authorizations as a leading cause of denied and delayed requests. Common errors:
Missing patient signature
Unclear or absent expiration date
Specially protected categories left unaddressed
Misspelled patient names or incorrect dates of birth
Wrong facility identification
Missing dates of service
AdventHealth's own form states that incomplete sections may delay disclosure and that failure to provide required information may mean the request is not honored, requiring correction and resubmission.
Codes Health's AI platform catches these before submission, flagging misspellings, missing dates of service, signature issues, and authorization gaps that would otherwise cause provider rejections.
Follow-Up
Processing varies by facility, request type, record availability, and applicable law, so build your calendar around the specific facility's stated practice rather than a systemwide number.
Urgent treatment-related exchanges may be handled differently from routine legal requests. For any time-sensitive matter, contact the facility's HIM department directly rather than assuming an expedite path exists or does not.
For firms managing multiple active cases, tracking follow-up across dozens of pending requests is a real administrative load. Codes Health manages provider outreach through calls, faxes, emails, and portals until materials arrive, with visibility into completed outreach and the next required action.
A note on same-day promises: Codes Health notes that services advertising same-day retrieval often return only the records immediately available electronically. That leaves the rest of the chart outstanding, pushes the chasing back onto your client, and, per Codes Health, contributes to churn. Codes Health does not offer same-day delivery, and works toward the complete set in a couple of weeks.
HIPAA and Access Rights
The Right to Access
Under HIPAA's Privacy Rule, patients have the right to access and obtain copies of protected health information held by covered entities like AdventHealth. A covered entity generally must act on an individual's access request within 30 calendar days, and one additional 30-day extension is permitted if the entity timely provides the required written explanation and completion date. That timeline governs individual access requests and should not be assumed to control every attorney-initiated authorization request.
AdventHealth's current materials state that patients may submit privacy complaints without fear of discrimination or retaliation, and that complaints may go to AdventHealth or to the Secretary of the Department of Health and Human Services.
Authorizing Others
When attorneys or other third parties need access, the patient must provide written authorization naming the recipient and purpose. On the applicable AdventHealth form, patients ages 12 through 17 must sign for the release of certain highly confidential information, including behavioral health, substance use, HIV/AIDS, STD, pregnancy, and birth control information.
Legal representatives or guardians should provide documentation establishing their authority, as applicable under state law and AdventHealth's form requirements. Whether someone qualifies as a personal representative generally depends on state or other applicable law.
Fees
Many records are available to patients through MyChart at no charge. When a patient requests copies under the HIPAA right of access, any fee is subject to federal cost-based limits and applicable state law. AdventHealth states that charges associated with attorney, insurance, and disability requests are billed to the requestor. AdventHealth also states that records a patient asks to have faxed to an outside physician's office can be sent at no charge to the patient, with the appropriate authorization form.
Why PI Firms Use Codes Health for AdventHealth Retrieval
Firms handling AdventHealth cases must navigate a nine-state directory where routing changes by facility and service line, a separate request pathway for law firms, and legacy portals that still govern records from before each facility's integration date.
Codes Health consolidates that into one platform built for plaintiff law firms, combining AI-assisted request validation with persistent operational follow-up to work toward complete record sets in a couple of weeks rather than months.
AI validation before submission catches incomplete authorizations, missing signatures, and facility-specific errors
Facility routing that identifies the correct contact point rather than the shared regional line
Multi-channel follow-up through calls, faxes, emails, and portals until records arrive
Completeness verification comparing delivered records against original requests and flagging missing facilities, date ranges, or billing documentation so they can be pursued
Flat fee pricing
Filevine integration for managing retrieval inside the case management system
Custom integrations with CRM platforms and other medical software for high-volume firms
Codes Health reaches records through custodian connections, claims clearinghouse and payor data, provider portals, and traditional channels, with human specialists verifying AI findings and confirming that retrieved materials match the original request.
On general AI tools: general AI platforms like ChatGPT are not designed for litigation-grade medical record review, and are not built for end-to-end retrieval, request validation, or completeness workflows. Codes Health is purpose-built for plaintiff-firm retrieval and analysis across personal injury, mass tort, and medical malpractice matters.
Codes Health's MIT-educated engineering team continuously builds out additional workflows and products, so the platform keeps evolving, improving, and becoming more comprehensive to meet the changing demands of modern legal practices.
For firms using Filevine, the partnership announced July 13, 2026 lets legal teams submit record requests directly from case files, track status updates, and receive completed records without leaving the case management environment.
The Bottom Line for Firms Requesting AdventHealth Records
Most delays on AdventHealth requests are not bad luck. They are preventable failure modes that repeat until the process changes.
The first is the pathway error. AdventHealth runs a distinct request route for law firms, and an attorney request submitted through the patient or healthcare-entity wizard is not a slow request, it is a misrouted one.
The second is the deadline assumption. HIPAA's 30-day rule governs an individual's access request, not every attorney authorization, so an escalation plan built on it may have nothing behind it.
The third is the sensitive-categories omission. The specially protected section must be completed on every request, and leaving it blank produces a record set that looks complete until you notice the behavioral health notes never arrived.
The fourth is the transition date. A client treated at an integrated facility before its cutover has records governed by a legacy workflow, and a single request to the current system will quietly return only half the history.
Each is fixable in advance. Confirm the current facility contact and the correct requestor pathway. Address every specially protected category on the form. Check whether any treatment predates a facility transition date. And compare what came back against what you asked for.
Codes Health is built around those checkpoints: AI validation before the request goes out, persistent follow-up while it is pending, and completeness verification before anything reaches your firm. A couple of weeks, on a flat fee.
Schedule a demonstration to see how Codes Health handles multi-state AdventHealth retrieval for your caseload.
Frequently Asked Questions
How long does it take to receive records from AdventHealth?
Processing varies by facility, request type, record availability, and applicable law. Under HIPAA, a covered entity generally must act on an individual's access request within 30 calendar days, with one additional 30-day extension permitted on timely written notice. Attorney-initiated authorization requests may follow different rules. Incomplete authorizations delay disclosure and may mean the request is not honored until corrected. Codes Health reports a typical turnaround of a couple of weeks.
Can I request records for a family member?
Yes, with legal authority. That includes parents requesting records for minor children, subject to the form's requirement that patients ages 12 through 17 sign for certain highly confidential categories, along with legal guardians, healthcare power of attorney holders, and estate representatives for deceased patients. Provide documentation establishing your authority, as applicable under state law, with the authorization form.
Is there a fee for AdventHealth records?
Many records are free to patients through MyChart. For a patient's HIPAA access request, fees are subject to federal cost-based limits and state law. AdventHealth states that charges for attorney, insurance, and disability requests are billed to the requestor, and that records a patient asks to have faxed to an outside physician's office can be sent at no charge with the appropriate form. Specific schedules are not publicly published and vary by facility and state.
What if my AdventHealth facility is not in the directory?
Recently integrated facilities may not yet appear under their current name. Search for a facility-specific page or contact AdventHealth's general information line. Facilities integrated in recent years may still maintain legacy contact information and portal systems for care delivered before their transition date.
How do I make sure my AdventHealth records are complete?
Request the complete medical record rather than specific document types, and make sure the authorization addresses every specially protected category relevant to the case. After delivery, review the date range and document types against your original request, and check whether any treatment predates a facility transition. If gaps appear, contact the HIM department to clarify whether additional records exist.
Does AdventHealth provide electronic copies?
Yes. Electronic delivery can be specified when submitting through AdventHealth's online request pathway, and MyChart provides electronic viewing of portions of the record. Formal requests are still needed for a complete record set or for records predating a facility's current system.
