List of Forms and Contact Details Required to Request Medical Records From Kaiser Permanente
Kaiser Permanente is one of the largest integrated healthcare systems in the United States, and its regional structure can create additional complexity for personal injury attorneys retrieving medical records. Request procedures, contact routes, forms, and published processing estimates can differ by region, making it important to identify where a client received treatment before submitting a request.
This guide covers Kaiser’s current authorization requirements, regional Release of Information contacts, submission procedures, and common issues legal teams should watch for. For firms that want to avoid managing these workflows manually, Codes Health combines medical record retrieval, authorization review, follow-up, completeness checks, and AI-powered medical record analysis for plaintiff law firms.
Key Takeaways
Kaiser’s current Kaiser authorization, NS-9934, is designed for third-party disclosures and includes “Legal” as a disclosure purpose.
The form contains specific selections involving mental health treatment, addiction medicine treatment, and HIV lab results. Oregon locations also include a genetic-testing selection.
Processing estimates vary by region and request type. Northern California currently tells patients to allow 5 business days, Georgia says up to 10 business days, and Hawaii says 10 to 15 business days for certain detailed electronic record requests.
Southern California maintains multiple local Release of Information contacts through its records directory.
Northwest Kaiser maintains centralized ROI contact information for Oregon and Southwest Washington.
Codes Health reviews requests before submission and helps law firms manage medical record retrieval and identify potentially missing documentation through its legal use cases.
Understanding the Kaiser Permanente Medical Records Request Process
Kaiser’s regional structure matters because the applicable records workflow depends on where the patient received treatment. Northern California, Southern California, Georgia, Colorado, Hawaii, Washington, and the Northwest publish separate medical-record request pages and instructions.
For legal teams, the safest process is to identify the treatment location first, confirm the appropriate Kaiser region, and then follow the current instructions published for that region. If treatment occurred across different Kaiser regions, confirm whether additional requests are necessary instead of assuming that one submission will automatically retrieve every relevant record.
Processing Timelines Vary
There is no single nationwide Kaiser turnaround time. Published estimates include:
Northern California: Kaiser currently says to allow 5 business days for its online medical-record request process.
Georgia: Kaiser says requests may take up to 10 business days.
Hawaii: Kaiser says to allow 10 to 15 business days for detailed electronic records.
These estimates relate to the specific workflows described on Kaiser’s regional pages and should not be treated as guaranteed attorney-request turnaround times. The completeness of the authorization, request scope, applicable fees, and regional procedures can affect the actual timeline.
Codes Health focuses on reducing administrative delays by reviewing requests, following up with record custodians, and tracking retrieval through a purpose-built retrieval platform. Its company materials position standard retrieval in a couple of weeks rather than promising same-day service.
Required Forms for Kaiser Permanente Medical Record Release
Kaiser Permanente Authorization Form
Kaiser’s current NS-9934 Authorization for Use or Disclosure of Patient Health Information, revision 08-21, is designed for disclosures to third parties. The same form identifies the Spanish version NS-1614 and the Chinese version NS-6274. Attorneys can review the current authorization form directly through Kaiser.
The form should not be confused with every regional patient-access request form. Kaiser regions may provide separate workflows for patients requesting copies for themselves.
Completing the Authorization
The current NS-9934 asks for core patient identifying information, including the patient’s name, medical record number, birth date, and email address. It also requires information identifying the third-party recipient.
For a law firm, recipient information should be complete and accurate so Kaiser knows where the requested material should be delivered. The form includes Legal among the available purposes for disclosure.
Selecting the Records
The current NS-9934 provides options covering categories such as:
Form completion
Medical records
Diagnostic images
Itemized billing records
Pharmacy copays
Medical copays
The form also contains time-range selections for the material being authorized. Attorneys should review the actual Kaiser authorization rather than relying on older summaries of the form.
Sensitive Records
Kaiser’s authorization includes separate selections for certain categories of sensitive information, including:
Mental Health Treatment Records
Addiction Medicine Treatment Records
HIV Lab Test Results
Genetic Testing for Oregon locations
Kaiser’s form warns that certain protected information will not be included if the applicable authorization selection is not made.
For litigation teams, these selections can be important when the requested medical history involves behavioral health, substance-use treatment, HIV testing, or other specially protected information. The legal team should also consider applicable federal and state confidentiality laws before requesting or using sensitive records.
Incomplete authorizations are a major source of avoidable record-request problems. Missing patient signatures, incomplete dates, unclear expiration information, and unchecked selections for relevant sensitive records can result in rejection or require a corrected submission. Codes Health reviews authorization information before submission and uses its medical retrieval workflow to flag issues that could delay a request.
Kaiser Permanente Medical Records Contacts
Kaiser Permanente Southern California
Kaiser publishes a dedicated Southern California records page with local Release of Information contacts.
Current local contacts include:
Antelope Valley
Phone: 661-726-2129
Email: avroiu@kp.org
Baldwin Park
Phone: 626-939-7120
Email: bpkroi@kp.org
Downey
Phone: 562-658-3140
Email: dnyroiu@kp.org
Kern County
Phone: 661-852-3450
Email: kernroiu@kp.org
Los Angeles
Phone: 213-580-6135
Email: laroiu@kp.org
Orange County
Phone: 714-284-6634
Email: ocroiu@kp.org
Panorama City
Phone: 818-375-2208
Email: pcroi@kp.org
Riverside
Phone: 951-353-4470
Email: rivroiu@kp.org
San Bernardino County
Phone: 909-609-3200
Email: fonroiu@kp.org
San Diego
Phone: 619-583-4293
Email: sdroiu@kp.org
South Bay
Phone: 310-517-2905
Email: sbroiu@kp.org
West Los Angeles
Phone: 323-857-2695
Email: wlaroi@kp.org
Woodland Hills
Phone: 818-719-2670
Email: whroiu@kp.org
TTY: 711
Because Kaiser can update local contacts, legal teams should verify the destination on the official records directory before transmitting protected health information.
Kaiser Permanente Northern California
Northern California provides an online workflow where users can specify the date range, requested records, and receiving party. Kaiser currently tells users to allow 5 business days for completion through that workflow. The latest instructions are available through Northern California records.
Northern California also allows patients to view frequently requested information online, including health summaries, test results, past-visit information, and visit histories.
Kaiser Permanente Northwest
Kaiser’s Northwest region covers Oregon and Southwest Washington. Its current Northwest records contact information includes:
Email: nw.roi@kp.org
Phone: 503-571-5051
Hours: 8 a.m. to 4:30 p.m., Monday through Friday
Toll-free: 800-813-2000
Mail: 500 NE Multnomah Street, Suite 100, Portland, OR 97232-2099
Kaiser instructs requesters to include the name, date of birth, and health record number of the person who received care in correspondence with the Northwest ROI department.
Kaiser Permanente Georgia
Current Georgia records instructions list the following general Medical Records Administration contact information:
Email: release-of-information@kp.org
Phone: 770-220-3870
Fax: 770-220-3705
Mail: Kaiser Permanente Georgia, Medical Records Administration, 3200 Breckinridge Blvd., Duluth, GA 30096
Kaiser states that these requests may take up to 10 business days. Some requests are subject to fees, and where a fee applies Kaiser states that payment is required before the records are released.
The Georgia page also contains separate contact numbers for certain requests involving another person. Because Kaiser publishes more than one routing pathway on the same page, attorneys should confirm the appropriate submission route before transmitting records or authorizations.
Kaiser Permanente Colorado
Kaiser’s current Colorado records instructions provide these Release of Information contacts:
Phone: 303-404-4700
Email: KPCOReleaseofInfo@kp.org
Fax: 303-404-4750
Mail: Northfield Support Services, Attn: Release of Information, 11000 E. 45th Avenue, Denver, CO 80239-3004
Kaiser allows the authorization to be submitted electronically, by email, by fax, or by mail using the procedures described on its regional page.
Kaiser Permanente Hawaii
Kaiser Hawaii currently tells patients to allow 10 to 15 business days for completion of a detailed electronic medical-record request. Its Hawaii records page lists:
Phone: 808-432-5092
Fax: 866-609-7402
Email: HI-ROI@kp.org
The Hawaii online health summary contains commonly requested information, but Kaiser describes it as a summary rather than a complete medical record.
Kaiser Permanente Washington
Washington uses a separate authorization and regional routing structure. The current Washington records page lists the following contacts.
Western Washington
Mail: Kaiser Foundation Health Plan of Washington, Release of Information, RCR-A3E-01, P.O. Box 9010, Renton, WA 98057-9010
Phone: 1-866-656-4184
Fax: 877-848-6896
Email: kpwa-roi@kp.org
Eastern Washington
Mail: Kaiser Foundation Health Plan of Washington, Release of Information, RFM-W200C2, P.O. Box 204, Spokane, WA 99210-0204
Phone: 509-241-7824
Fax: 855-414-1751
Email: kpwa-roi@kp.org
Kaiser directs Washington residents treated in the Vancouver or Longview area to the Northwest records process instead.
Accessing Kaiser Permanente Medical Records Online
Patients can access portions of their health information through Kaiser’s online tools. Depending on the region, online information may include:
Health summaries
Test results
Visit summaries
Medication information
Immunizations
Current health conditions
For example, Northern California allows users to view health summaries, test results, past visits, and complete visit histories, while Hawaii explains that its downloadable health summary contains many common health-record elements but is still only a summary.
For law firms, patient portal material may be useful for initial case evaluation, but a portal download should not automatically be treated as the complete litigation record. Cases may require formal retrieval of detailed medical records, billing records, diagnostic imaging, or documents that are not immediately available through the patient-facing portal.
Requesting Kaiser Records for a Law Firm
Complete the Authorization
For a third-party recipient such as an attorney or law firm, the current Kaiser authorization should be reviewed carefully.
Important fields include:
Patient identifying information
Third-party recipient information
Purpose of disclosure
Requested record categories
Applicable date range
Sensitive-information selections
Patient signature and date
Do not automatically assume that every Kaiser region requires a copy of the patient’s government-issued ID with an attorney request. The current NS-9934 itself does not establish a universal photo-ID attachment requirement. Specific situations, such as in-person pickup of Washington imaging records, can have separate identification rules.
Use Current Routing
The appropriate submission method varies by region. Georgia accepts paperwork by email, fax, or mail. Colorado publishes electronic, email, fax, and mail options. Washington publishes separate Western and Eastern Washington routes.
Because these procedures can change, firms should check the relevant Kaiser page before each submission rather than relying indefinitely on stored fax numbers or addresses.
Integrating Retrieval Workflows
For firms using Filevine, the Filevine integration from Codes Health is designed to connect medical record retrieval with the firm’s case-management workflow. Codes Health states that Filevine users can manage retrieval-related work from within their existing case environment.
For high-volume legal customers, Codes Health can also support custom integrations with CRM platforms and other medical or case-management software. Its engineering team continues to develop additional workflows and products as the platform expands.
Ensuring Completeness of Kaiser Permanente Records
Review Sensitive Authorizations
If sensitive records are relevant to the case, check whether the appropriate selections were completed before submission. Kaiser’s NS-9934 contains specific authorization choices involving mental health, addiction treatment, and HIV information.
Verify the Region
Confirm where treatment occurred and use the correct Kaiser regional process. Washington, for example, directs patients treated around Vancouver and Longview to the Northwest regional records process.
Check Patient Information
Confirm that names, dates of birth, medical record numbers when available, dates of service, and recipient information are accurate before submitting the request.
Incomplete authorizations are a leading avoidable cause of denied or delayed medical record requests. Missing signatures, unclear expiration information, unchecked sensitive-record selections, and patient-information errors can require correction before a provider will complete a request.
Codes Health uses AI-supported request review to flag problems such as misspellings, missing dates of service, and signature issues before submission. Its retrieval resources also focus on workflows used by plaintiff law firms.
Review Every Production
When records arrive, the legal team should compare the production against the original request:
Confirm requested dates are represented
Verify requested record types are present
Check for chronological gaps
Look for unreadable pages
Review whether billing and treatment records align
Identify referenced records that appear to be absent
Codes Health’s platform is designed to flag gaps and potentially missing documentation so law firms can identify incomplete productions earlier in case preparation.
Older or Archived Kaiser Permanente Records
Medical-record retention requirements vary by state, facility type, record type, and patient circumstances. Attorneys should not assume that every Kaiser region follows the same nationwide retention period.
For older records:
Identify the Kaiser region and treatment facility.
Provide the most precise treatment dates available.
Include the patient’s identifying information.
Ask the applicable ROI office whether archived records remain available.
Expect older or archived material to potentially require additional processing.
Using the applicable regional Kaiser records page is preferable to relying on an old facility address or an outdated request form.
HIPAA and Patient Access Rights
The HIPAA Privacy Rule generally gives individuals the right to inspect and obtain copies of medical and billing records held by covered healthcare providers and health plans, subject to limited exceptions. HHS provides an overview of these HIPAA access rights.
For an individual exercising the HIPAA right of access, a provider may charge only certain reasonable, cost-based fees permitted by the Privacy Rule. HHS explains that covered entities cannot include search and retrieval costs in the individual’s access fee. The agency provides additional HIPAA fee guidance.
These HIPAA patient-access rules should not automatically be applied to every attorney, subpoena, or litigation request. The applicable legal framework can depend on who is requesting the information, the form of authorization, state law, and whether compulsory legal process is involved.
Who Can Act for a Patient?
HIPAA recognizes circumstances in which a legally authorized personal representative can exercise rights on behalf of an individual. HHS explains that the scope of access can depend on the representative’s legal authority.
Kaiser or applicable law may require supporting documents in situations involving:
Legal guardians
Personal representatives
Powers of attorney
Deceased patients
Minor patients
Law firms should confirm the documentation needed for the specific patient and jurisdiction instead of assuming one representative document works nationwide.
Efficient Kaiser Retrieval with Codes Health
For plaintiff firms, the burden of Kaiser record retrieval goes beyond sending an authorization. Staff may need to identify the correct region, confirm the appropriate destination, correct authorization issues, monitor outstanding requests, reconcile incomplete productions, and pursue missing records.
Codes Health brings retrieval, tracking, medical-record organization, and AI-supported review into one platform built for plaintiff law firms.
AI-Validated Requests
Authorization problems can delay record retrieval. Code Health reviews requests before submission and can identify potential issues involving:
Patient-information misspellings
Missing dates of service
Signature problems
Authorization gaps
Potentially missing records
For sensitive-record requests, missing patient signatures, unclear expiration information, or unchecked authorization selections can require corrected paperwork. Codes Health’s review workflow is intended to catch these problems before they create additional provider back-and-forth.
Purpose-Built Medical AI
General-purpose AI platforms, including ChatGPT and similar tools, are not substitutes for purpose-built medical record analysis when a law firm needs a consistent, source-grounded review of complex clinical documents. Codes Health combines specialized medical-record workflows with AI analysis designed for plaintiff-side legal cases, including tools for identifying missing records and organizing case-relevant medical information.
The platform continues to expand through an MIT-educated engineering team that builds additional workflows, integrations, and products for medical-record retrieval and review.
High-Volume Integrations
Legal teams managing significant request volume can use Codes Health alongside existing case-management workflows, including its current Filevine integration.
Custom integrations with CRM platforms and other medical or legal software can also help high-volume customers reduce manual data entry and keep retrieval activity connected to their existing case workflows.
Frequently Asked Questions
How long does it take to get medical records from Kaiser Permanente?
Processing times vary by Kaiser region and request type. Northern California currently tells users to allow 5 business days for its online medical-record request, Georgia says requests may take up to 10 business days, and Hawaii says detailed electronic medical-record requests may take 10 to 15 business days. These are regional processing estimates rather than guarantees for every attorney request, so firms should confirm current instructions through the appropriate Kaiser records page before submitting a request.
Is there a fee for Kaiser medical records?
Fees depend on the region, request type, and legal basis for the request. Georgia, for example, states that some requests are subject to a fee and that payment is required before release when a fee applies. For individuals exercising their HIPAA access rights, federal regulations generally limit providers to specified reasonable, cost-based charges and do not allow search and retrieval costs to be included. HHS explains the applicable rules in its fee guidance.
What should I do if Kaiser records appear incomplete?
Compare the production with the original request, including the date ranges, requested record types, billing records, imaging, and any sensitive-information selections. Look for treatment referenced in one document that does not appear elsewhere in the production, and contact the correct Kaiser ROI office when specific material appears to be missing. Codes Health can help legal teams identify gaps through its medical retrieval and record-review workflows.
Can Kaiser send records directly to an attorney?
Yes. Kaiser’s NS-9934 is designed for disclosure to a third-party recipient and includes “Legal” as an available purpose of disclosure. The patient should accurately identify the recipient, the records being authorized, the applicable sensitive-information selections, and other required information before signing the current authorization form.
How can firms reduce Kaiser retrieval delays?
Start by identifying the correct Kaiser region, using the current authorization form, verifying patient and recipient information, selecting all legally appropriate record categories, and checking the production for gaps as soon as it arrives. For firms that do not want staff manually managing those steps, Codes Health provides medical record retrieval, tracking, completeness review, and AI-supported analysis in a platform designed for plaintiff law firms.
