List of Forms and Contact Details Required to Request Medical Records From the Department of Veterans Affairs (VA)
Complete VA medical records can make or break a disability claim, a personal injury case, a workers' compensation matter, or a malpractice file. Knowing which form to use, which VA office holds the records, and how to submit the request is what keeps a case from stalling.
VA currently advises that records stored electronically may take up to 30 calendar days to provide, while paper records may take up to 60 calendar days. Paper storage generally applies to records created before 1998. For firms handling veteran cases, Codes Health provides AI-powered request validation, persistent provider follow-up, completeness review, and organized delivery, generally in a couple of weeks.
Key Takeaways
Veterans can review, print, and download many VA medical records through the My HealtheVet experience on VA.gov.
VA Form 10-5345a, revised July 2021, is the official form for individuals requesting copies of their own VA health information.
VA Form 10-5345, revised May 2026, authorizes VA to release health information to a non-VA individual or organization, including an attorney.
VA currently says electronically stored records may take up to 30 calendar days and paper records may take up to 60 calendar days.
Login.gov or ID.me is required for My HealtheVet access.
VA Forms 21-4142 and 21-4142a relate to obtaining relevant private, non-VA medical records for a VA claim. They are not the forms used to request VA medical records.
Codes Health uses AI-assisted request review to catch preventable authorization problems and organizes completed records for legal teams, priced as a flat fee.
Accessing VA Medical Records Online
For eligible veterans, online access is usually the fastest way to see records already available electronically. The current My HealtheVet experience runs through VA.gov, where veterans can review lab and test results, vaccine and allergy information, provider notes, and care summaries.
What Is the VA Blue Button Report?
The VA Blue Button feature lets veterans build customized reports from available VA health information. Depending on the record and tool, that can include:
Lab results and test findings
Medications, allergies, and immunizations
Care summaries and clinical notes
Other available treatment information
Blue Button reports can be downloaded as PDF or text files. The VA Health Summary, which is a Continuity of Care Document, is available in PDF and XML formats.
How to Sign In
VA retired the legacy My HealtheVet username and password sign-in after March 4, 2025. Veterans now use an identity-verified Login.gov or ID.me account. Typical steps:
Go to VA.gov and sign in with Login.gov or ID.me.
Open My HealtheVet.
Select Medical Records.
Review or download the available records.
Veterans generally need to be enrolled in VA health care and registered at a VA health facility to manage records online.
One Important Limitation
An online download is not proof that every record relevant to litigation has been obtained. Compare what came back against known dates of service, facilities, referrals, imaging, and billing. When completeness matters, a formal Release of Information request is still the right move.
Requesting VA Medical Records by Mail, Fax, or in Person
Records can also be requested through the Release of Information office at the facility holding them.
VA Form 10-5345a
Form name: Individuals' Request for a Copy of Their Own Health Information
Current revision: July 2021
Purpose: A veteran or other individual requesting a copy of their own VA health information. You can download VA Form 10-5345a directly from VA.
Identify the patient, the records requested, the relevant dates, and the other information the form calls for. Submit by mail, fax, or in person. For an in-person request, bring a valid photo ID, such as a Veteran Health Identification Card or driver's license.
VA Form 10-5345
Form name: Request for and Authorization to Release Health Information
Current revision: May 2026
Purpose: Authorizes VA to disclose health information to a non-VA individual or organization. The current VA Form 10-5345 is the version to use, since older copies hosted on third-party sites are often out of date.
This is the form that matters when a firm needs the veteran to authorize VA to send records to an attorney or other authorized third party. The authorization identifies:
The VA facility and the patient
The person or organization receiving the information
The purpose of disclosure
The records or information to be disclosed
The patient's signature and signing date
The applicable expiration date, event, or condition
For information protected by special federal confidentiality rules, the authorization has to properly cover those categories. The current form includes a sensitive-diagnoses section covering drug abuse, alcoholism or alcohol abuse, sickle cell anemia, and HIV.
Authorization accuracy is where time gets lost. Codes Health's AI review flags problems such as misspellings, missing dates of service, and signature issues before requests go out.
Incomplete authorizations are a leading cause of denied record requests. Missing signatures, unclear expiration information, or an incorrectly completed sensitive-records section can force a correction and a resubmission, and a resubmission restarts the clock. Under the federal HIPAA right of access, a covered entity generally must act on a request within 30 calendar days, with one 30-day extension available. Some states set shorter deadlines, so confirm the rule that applies where the records sit.
Where to Send a VA Medical Records Request
Requests should go to the Release of Information office at the VA health facility holding the records. VA recommends finding the facility, opening its website, and locating the "Access your health records" section for current contact information.
Pittsburgh VA Example
For requests by mail, the official VA Pittsburgh page currently lists:
VA Pittsburgh Medical Center Attention: Release of Information 1010 Delafield Road (136H4-A) Pittsburgh, PA 15215
For in-person visits, the same VA page identifies a Release of Information office at:
1010 Delafield Road, Pittsburgh, PA 15240-1005 Ambulatory Care Center Building 71, Room 1C106
These are two different addresses, so don't mail an authorization to the in-person office. Hours are 8:00 a.m. to 4:30 p.m., Monday through Friday. Because phone and fax numbers change, confirm the current number on the official VA facility page before sending authorizations.
Community-Based Outpatient Clinics
If treatment happened at a Community Based Outpatient Clinic or other outpatient clinic, VA recommends calling the medical-records office first to ask whether the clinic has the records. The request may need to go through a VA health facility instead.
Preparing a Complete Request
Before submitting, confirm that:
The correct VA facility and the patient's identifying information are accurate.
All applicable required fields are completed, and the identifying, record, recipient, and authorization information is accurate.
The requested records and date ranges are specific enough to identify what is needed.
The recipient of a third-party disclosure is clearly identified.
The authorization covers any applicable protected categories.
The required signature and date are present, using the method the facility accepts.
Any required expiration date, event, or condition is correctly stated.
Representative documentation is included when acting through legal authority.
A photo ID is required for in-person requests. Third-party, personal-representative, or deceased-patient requests may also require government-issued identification and documentation establishing authority.
Codes Health's request-review workflow catches authorization problems before submission, so preventable errors don't quietly add weeks to a case.
Contacting the VA About Medical Records
For the status of an existing request, the most useful contact is the Release of Information office at the facility handling it. Other VA numbers worth having:
VA Health Benefits Hotline: 877-222-8387, for health-care benefit questions
My HealtheVet Help Desk: 877-327-0022, for technical support with VA online health tools
VA Benefits Hotline: 800-827-1000, for benefit and claim questions
None of these substitute for the facility's Release of Information office when checking a specific request.
Requesting Records Through Secure Messaging
VA also allows some requests to start through secure messaging. The veteran selects a care team tied to the facility where care was received and with "Release of Information" in the team name.
VA says the message will be acknowledged within three business days, after which the veteran gets next-step information. That is an acknowledgment window, not a promise that records arrive in three days. If no Release of Information team is available, VA directs requesters to mail, fax, or an in-person request.
Understanding Military Service Records and VA Health Records
Not all military medical information lives in the same place, and mixing the two up stalls requests.
Service Treatment and Military Records
Military service records document a period of active service. Depending on branch, service dates, and record type, they may sit with the National Personnel Records Center or another designated custodian.
The National Archives provides Standard Form 180, Request Pertaining to Military Records, for mailed or faxed requests. Its instructions identify the correct destination based on service history and the records requested. VA also explains how to request military service records from the National Archives.
Many older military personnel's health and medical records sit with the Center in St. Louis, but the correct custodian still depends on the specifics.
VA Health Records
VA health records are created or maintained as part of treatment through the Veterans Health Administration, and are generally requested through:
Online VA medical-record tools or secure messaging to a Release of Information team
VA Form 10-5345a for the individual's own records
VA Form 10-5345 for an authorized third-party disclosure
VA compensation, pension, and benefits records are a separate category from VHA treatment records.
VA Disability Claims and Private Medical Records
VA's duty to assist can include helping claimants obtain relevant evidence for qualifying claims, and the process differs depending on who holds the records. VA generally makes efforts to obtain records held by federal agencies, including VA medical and military records. When records sit with a private physician, hospital, or other non-federal source, VA needs authorization and enough information to go get them.
VA Form 21-4142
VA Form 21-4142 authorizes the disclosure of relevant private medical information to VA.
The current official form states plainly that it is meant for private treatment records and is not needed to request VA medical records.
VA Form 21-4142a
VA Form 21-4142a supplies information about the private providers VA should contact, including facility information and treatment dates.
These forms do not create VA's duty to assist. They supply the authorization and provider information VA needs to carry out a duty that already exists.
Complete VA Medical Records in Legal Cases
Complete records matter most when medical history drives causation, damages, disability, pre-existing conditions, or future medical needs. That plays out across:
Personal injury litigation: prior conditions, treatment, causation, and damages.
Disability claims: relevant service and post-service medical evidence.
Workers' compensation: prior medical history against competing causes of an alleged occupational injury.
Medical malpractice: treatment timelines, gaps, and prior care.
Insurance litigation: treatment history, diagnoses, and medical expenses.
Wrongful death: medical care and health history before death.
Common Sources of Missing Records
Gaps appear when:
Treatment occurred at multiple VA facilities.
Older records remain in paper storage.
Treatment happened through community care or another non-VA provider.
A request covered only part of the treatment period, or a provider supplied only part of the record set.
Compare what you received against known treatment dates rather than assuming a delivered file is complete. Codes Health's Missing Record Review is designed to surface chronological gaps so legal teams know where to follow up.
Streamlining VA Medical Record Retrieval for Law Firms
Managing record requests across a roster of veteran clients adds up fast. The friction points:
Identifying the correct facility and the Release of Information office
Managing multiple authorization forms and correcting rejected requests
Monitoring outstanding requests
Comparing received records against known treatment
Organizing large record sets and getting them into the case-management workflow
Codes Health combines AI-assisted automation with human verification across these workflows, on flat-fee pricing. Its legal-focused platform provides:
AI-assisted request validation and persistent provider follow-up
Missing-record detection and completeness review
Automated organization and chronology
Real-time request status visibility
General-purpose AI platforms, including ChatGPT and similar tools, are not designed for litigation-grade medical record review. They were not built to manage authorizations, chase providers, or verify completeness. Codes Health's AI is purpose-built for medical-record retrieval and analysis and is designed to deliver high-precision output with human oversight.
For high-volume customers, Codes Health can also build custom integrations with CRM platforms, case-management systems, and other medical software.
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.
A Note on Same-Day Retrieval Claims
There is a real difference between an immediately available electronic subset of records and a complete medical file.
Some services market same-day retrieval. According to Codes Health, that speed usually means only the records already sitting in an electronic pipeline came back, leaving the firm to pull the client back in to track down the rest. Codes Health says that added client involvement and repeated follow-up contribute to churn.
Codes Health does not offer same-day retrieval. Its workflow is built around obtaining and verifying complete records, generally in a couple of weeks rather than the months firms often wait.
Filevine Integration for Legal Teams
Filevine and Codes Health announced a strategic partnership on July 13, 2026.
The Filevine partnership announcement describes an integration that brings retrieval into the Filevine case-management workflow rather than a standard third-party connection. For firms on Filevine, that cuts out manual shuffling of requests, status updates, and records between systems.
Privacy and Authorization Requirements
VA medical-record disclosure is governed by overlapping federal requirements, including HIPAA, the Privacy Act, VA-specific statutes, and rules covering sensitive medical information.
Patient Access and Third-Party Disclosure
Individuals generally have a right to copies of their own health information, and VA provides Form 10-5345a for that purpose. For disclosure to an attorney or another non-VA third party, VA provides Form 10-5345, which must carry the authorization elements described above. Special federal rules apply to sensitive information.
The HIPAA "minimum necessary" rule should not be oversimplified here. Among other exceptions, it does not apply to disclosures made to the individual or under a valid HIPAA authorization.
Codes Health operates a HIPAA-compliant platform for retrieval and processing, with e-signature and authorization workflows built for legal customers.
Choosing the Right VA Records Request Method
Online medical records: best for veterans accessing what is already available through VA.gov. No form needed.
Secure messaging: best for starting a request with a participating Release of Information team. VA acknowledges the message within three business days, then provides the next steps.
Mail, fax, or in person for own records: VA Form 10-5345a. Up to 30 calendar days for electronic records, up to 60 for paper.
Third-party disclosure: VA Form 10-5345, for attorneys and other authorized third parties. Timing depends on the facility and how records are stored.
Private records for a disability claim: VA Forms 21-4142 and 21-4142a, authorizing VA to obtain relevant non-VA treatment records.
VA record requests fail for boring, preventable reasons: the wrong form version, the wrong office, an authorization missing a date, a sensitive-diagnoses box left unchecked. Each one sends the request back to the start, and that delay lands on the client.
The fix is discipline at the front end. Use the current VA form, send it to the right Release of Information office, and check what came back against what you asked for.
That is the part Codes Health handles for legal teams: AI-assisted authorization review, persistent provider follow-up, completeness verification, and organized delivery, generally in a couple of weeks, on flat-fee pricing.
Book a demo to see how it fits your veteran caseload.
Frequently Asked Questions
How long does it typically take to receive medical records from the VA?
VA's current guidance says records stored electronically may take up to 30 calendar days, and paper records up to 60 calendar days, which usually applies to records created before 1998. If processing will take longer than expected, VA says it will send a letter. If no letter arrives within 20 calendar days, the requester can contact the facility's medical-records office.
Can a family member or attorney request VA medical records for a veteran?
Yes, when the requester has valid authorization or legally recognized authority. VA Form 10-5345 is the current authorization form for disclosure to a non-VA person or organization. Requests involving a personal representative or deceased veteran may also require government-issued identification and legal documents establishing authority.
What should a law firm do if VA records appear incomplete?
Compare what arrived against known treatment facilities, dates of service, referrals, imaging, billing, and references to other encounters buried in the notes. If a gap remains, submit a focused supplemental request rather than assuming the original production covered everything. Codes Health's Missing Record Review helps pinpoint the gaps worth chasing.
Is there a cost for veterans requesting their own VA medical records?
VA's guidance does not identify a routine charge to veterans obtaining their own records through this process. Fees and requirements can differ when records are requested for other purposes or through other legal mechanisms, so confirm the procedure with the facility when requesting records for litigation.
What is the difference between military medical records and VA medical records?
Military service and treatment records may be held by the National Personnel Records Center or another custodian depending on service history and record type. VA medical records document treatment through the Veterans Health Administration and come from the appropriate VA health facility or VA's online tools.
Can a general HIPAA authorization be used instead of a VA form?
Federal regulations do not make one particular form universally mandatory for every protected-record consent, provided the legal requirements are otherwise satisfied. That said, VA provides Forms 10-5345 and 10-5345a specifically for its health-record processes, and using the current VA form is safer because it is structured around the elements VA expects. When sensitive information or unusual representative circumstances are involved, confirm requirements with the Release of Information office first.
