List of Forms and Contact Details Required to Request Medical Records From Mass General Brigham in 2026
Requesting medical records from Mass General Brigham can feel overwhelming when you are running a personal injury case against a deadline. The network spans 14 hospitals and specialty facilities across Massachusetts, including Massachusetts General Hospital, Brigham and Women's Hospital, Newton-Wellesley Hospital, Salem Hospital, and McLean Hospital. The good news is that MGB runs a centralized Release of Information Unit that handles requests for many member facilities through a single submission point, with a consolidated authorization form for patients requesting records from multiple participating facilities. Some hospitals and practices have their own record-request instructions. For firms handling volume, Codes Health offers an AI-powered platform that validates authorizations before submission and manages persistent follow-up until records arrive, working toward complete records in a couple of weeks rather than months.
Key Takeaways
Mass General Brigham processes most record requests through a centralized Release of Information Unit in Somerville, and offers a consolidated authorization covering multiple participating facilities
Under HIPAA's individual right of access, a covered entity generally must act within 30 calendar days and may take one extension of up to 30 additional days after timely written notice
MGB's authorization form automatically expires 6 months after signing unless another expiration is specified, which is a form provision rather than a HIPAA rule
Massachusetts sets statutory maximum copying fees that may be adjusted using the medical-care Consumer Price Index, so confirm the current applicable rate before quoting a figure
Imaging requests may follow a separate workflow from ordinary record requests, with facility-specific imaging contacts where applicable
Codes Health catches incomplete authorizations before submission and manages multi-channel provider follow-up, cutting out the manual chase that stalls case progression
Understanding Mass General Brigham's Medical Records Request Process
Mass General Brigham, formerly Partners HealthCare, operates one of the largest integrated healthcare networks in New England. For attorneys, knowing how the system routes requests is the difference between records arriving on schedule and a case stalling at evaluation.
Why You Might Need Your Medical Records
Personal injury attorneys need complete documentation to:
Establish causation between an incident and the injuries sustained
Calculate economic damages including past and future medical expenses
Identify pre-existing conditions that may affect case valuation
Support demand letters and settlement negotiations
Prepare exhibits for trial or mediation
Without records from every treating facility, gaps in documentation can undercut case value or hand defense counsel an opening.
Overview of the Request Journey
The MGB process follows a predictable path. Identify the correct authorization form based on which facilities treated your client. Complete it with all required patient identifiers, date ranges, and record types. Secure the patient's signature, attach any supporting documents, and submit by fax or mail to the Somerville processing center. Then track progress and follow up.
On timing, the federal 30-day deadline applies to qualifying HIPAA individual access requests. It is an outer limit before an extension rather than a guaranteed turnaround, and it is not a universal statutory deadline for every attorney authorization or litigation request. MGB also states that certain information can take up to 30 days to process.
Navigating the HIPAA Release Form for Mass General Brigham Records
A valid HIPAA authorization is the foundation of every request. For MGB, it has to satisfy both federal HIPAA requirements and Massachusetts law.
Key Elements of a Valid Authorization
Every MGB authorization form requires:
Patient identification: full legal name including maiden name if applicable, date of birth, address, and telephone number
Record specifics: date ranges, record types requested, and specific facility or provider names
Purpose of disclosure: medical care, insurance, legal matter, personal use, or other specified purpose
Delivery method: Patient Gateway, secure email, paper copy by mail, or fax
Expiration: the MGB form automatically expires six months after signing unless another expiration is specified
Patient signature and date: current MGB instructions require the authorization to be signed and dated
Where to Obtain the Official Form
MGB provides authorization forms in English, Spanish, and Portuguese for the facilities shown on its current records page. Download them from the MGB medical records page under the authorization forms section.
For clients treated at multiple MGB facilities, use the consolidated Mass General Brigham form rather than filing separate facility-specific forms. One authorization can cover Massachusetts General Hospital, Brigham and Women's Hospital, Mass Eye and Ear, McLean Hospital, Spaulding Rehabilitation, and other participating facilities.
Codes Health streamlines this with HIPAA-compliant e-signature workflows for authorization forms, which removes the lag built into paper signature collection.
Requesting Your Own Records: Forms and Online Access
Patients have several pathways to their own MGB records. Attorneys acting as authorized representatives have fewer.
Step-by-Step Guide to Online Access
Patients with active Patient Gateway accounts can access certain records directly:
Log in at patientgateway.massgeneralbrigham.org
Click Menu and select Request Records
Follow the portal instructions to specify record types and date ranges
Download available records or wait for processing
Patient Gateway is primarily a patient portal, but MGB permits authorized Patient Care Representatives, previously described as proxies, to access another adult's account. A spouse, parent, adult child, or other designee may receive access when authorized. That is separate from health care proxy status, and law firms should follow MGB's formal ROI procedures rather than assume portal access is available for legal record retrieval.
Downloading Records via Portal
Records available through Patient Gateway may include lab results, visit summaries, and certain clinical notes. For litigation, attorneys should determine whether certified or otherwise authenticated copies are needed under the applicable rules of evidence, court orders, or case-specific requirements, rather than assuming patient-downloaded copies will serve.
How to Find Old Medical Records From Mass General Brigham
Long treatment histories and injuries from years back create their own retrieval problems. Records stored off-site or in archived systems take longer to pull.
Requesting Archived Records
When you request older records:
Specify exact date ranges rather than asking for "all records"
Include as many identifiers as possible, such as medical record number, dates of service, and provider names
Note that records from more recently acquired facilities may still sit in legacy systems
Considerations for Older Records
Massachusetts hospitals and clinics generally retain covered medical records for 20 years after discharge or final treatment before they may be destroyed, and particular record categories including certain imaging materials may have different retention requirements. A separate seven-year period applies to Massachusetts physicians under Board of Registration in Medicine rules, so do not treat one generic rule as covering every record type.
Cross-reference billing statements and insurance Explanation of Benefits documents to identify all treating providers and specific service dates. Codes Health uses provider and facility data to identify where records exist, which matters most on cases with multiple treating facilities or a client whose recollection of their care history is incomplete.
Contact Details for Mass General Brigham Medical Records
Accurate contact information prevents wasted weeks and rejected submissions.
Central Release of Information Unit
Mass General Brigham Release of Information Unit, covering participating MGB facilities
Mailing address: 121 Inner Belt, Room 240, Somerville, MA 02143-4453. Some MGB forms use "121 Inner Belt Road," which is also supported
Phone: 617-726-2361
Fax: 617-726-3661
In-person pickup: not currently available. Contact ROI about possible options
Imaging and radiology records
Imaging requests may follow a separate workflow from ordinary medical-record requests. MGB currently provides an imaging-order process requiring a signed release authorization, along with facility-specific imaging contacts. Note that MGB specifies photo ID for imaging CD or DVD pickup.
Massachusetts General Hospital Imaging:
Phone: 617-726-1798
Fax: 617-724-0264
Brigham and Women's Image Service Center:
Phone: 617-732-7180
Fax: 617-732-5300
Medical record amendment and chart correction requests
Mailing address: 399 Revolution Drive, Suite 970, Somerville, MA 02145
Fax: 857-282-8110
Email: HIMChartcorrection@partners.org
Phone: 857-282-9736
Following Up on a Submitted Request
Faxing is faster than mail for time-sensitive matters. Confirming receipt by phone at 617-726-2361 is a reasonable practice, though MGB does not publish a required follow-up window.
Codes Health manages provider outreach across calls, faxes, and portals until the requested materials arrive, with visibility into what outreach has already happened, so nobody at the firm is placing those calls.
Completing the Release Form for Others
Requesting records on behalf of a client brings additional documentation into play.
When Third-Party Authorization is Needed
Massachusetts law permits a patient's attorney to inspect covered hospital or clinic records upon delivery of the patient's written authorization. Section B of the form should clearly identify:
The law firm or attorney as the recipient
The firm's complete mailing address and fax number
"Legal Matter" as the purpose of disclosure
Ensuring Proper Legal Authority
MGB's current instructions address special circumstances:
Minors and persons unable to consent: a parent, guardian, or other legal representative must sign, with documentation establishing legal authority if needed
Deceased patients: the request must be accompanied by authorization from the executor, executrix, administrator of the estate, or personal representative, together with documentation indicating legal authority
Avoid assuming a specific document is required. MGB does not state on its current records page that a death certificate and letters testamentary are always the exact papers needed, and a power of attorney is ordinarily created by private instrument rather than by court order. Confirm with the ROI unit what that particular request calls for.
MGB's current ROI instructions do not list a government-issued photo ID as a standard attachment for mailed or faxed record requests, so do not send one reflexively. Unnecessary identity documents create avoidable privacy exposure.
Codes Health's AI-assisted validation reviews requests before submission, checking authorizations and provider requirements to catch incomplete forms, missing dates, and signature problems that cause rejections.
Ensuring Completeness After Your Records Arrive
Receiving records is only half the job. Verifying you received everything is what protects the case.
Verifying What You Received
Check the delivery against your original request:
Are all requested date ranges included?
Did you receive every record type specified, including clinic notes, operative reports, discharge summaries, labs, and radiology?
Are billing records included if requested?
Does the page count look reasonable for the treatment history?
Addressing Missing Information
Common gaps include emergency department records without follow-up specialist notes, radiology reports delivered without the imaging files, billing records from one department but not others, and records from affiliated providers that were never specifically requested. The MGB form notes that records the system maintains from outside providers are not released unless specifically requested under "Other" in Section C.
Codes Health checks delivered records against the original request before closing out a retrieval. When something is missing, the service works with the facility to resolve the gap before returning the completed set to the firm.
Forms for Legal, Insurance, and Family Requests
Authorization for Legal Proceedings
Section D of the MGB authorization addresses specially protected health information. MGB identifies these categories as capable of receiving special protection:
HIV test results
Genetic screening test results
Substance use disorder records protected by 42 CFR Part 2
Mental health diagnosis and treatment details
Confidential communications with licensed social workers
Domestic violence victims' counseling details
Sexual assault counseling details
Incomplete sensitive-record authorizations can cause a request to be delayed or rejected. Review the form carefully and obtain the specific patient authorization required for any sensitive category actually relevant to the request. Additional federal or state requirements may apply, particularly to substance use disorder records: under the current 42 CFR Part 2 rule, with compliance required as of February 16, 2026, consent for use or disclosure of Part 2 records in civil, criminal, administrative, or legislative proceedings cannot simply be bundled indiscriminately with consent for other purposes, and SUD counseling notes carry separate consent requirements.
Sharing Records With Family
Family members generally need patient authorization or other legally sufficient authority. The authority of a guardian, attorney-in-fact, health care agent, or other representative depends on the governing document, its effective status, and applicable law. MGB also states that Patient Gateway representative status is not the same thing as being a health care proxy.
For firms managing multi-facility retrievals, Codes Health organizes and summarizes case records chronologically, helping teams navigate large record sets without sorting thousands of pages by hand.
Why PI Firms Use Codes Health for Mass General Brigham Retrieval
MGB fragmentation is subtler than most systems: one central ROI unit covers many facilities, but several hospitals and practices route separately, imaging runs on its own workflow, and chart corrections go to a different address entirely. Codes Health consolidates all of that into a single request workflow so the firm is not tracking which MGB entity handles which piece.
AI validation of authorizations, dates, and provider-specific requirements before submission
Multi-channel follow-up across calls, faxes, emails, and portals until records arrive
Completeness verification against the original request before delivery
Flat fee pricing
Filevine integration for firms managing cases in that platform
Custom integrations with CRM platforms and other medical software for high-volume firms
General AI platforms like ChatGPT can summarize a document, but they do not manage authorizations, provider outreach, or completeness checks, and they are not designed for litigation-grade medical record review. Codes Health's platform is purpose-built for that work, with AI-generated insights verified by human medical and legal reviewers.
Codes Health's MIT-educated engineering team continuously builds out additional workflows and products, so the platform keeps evolving and becoming more comprehensive to meet the changing demands of modern legal practices.
The Bottom Line
MGB requests are manageable if you get the details right up front. Use the consolidated authorization when your client was treated at multiple participating facilities, complete the Section D selections that actually apply, sign and date the form, and remember it expires six months after signing unless you specify otherwise. Send imaging through the imaging workflow, not the ROI unit. Confirm the current Massachusetts copying fee rather than working from a stale figure.
One note on vendor speed claims. Codes Health's position is that services promising same-day retrieval typically return only the records that happen to be immediately available electronically, leaving the firm or the client to chase the rest, and it says that added client involvement is a driver of churn. Codes Health works toward the complete record set in a couple of weeks rather than months, with flat fee pricing, validation before submission, and completeness verification before delivery.
Frequently Asked Questions
How long does it take to receive records from Mass General Brigham?
Under HIPAA's individual right of access, a covered entity generally must act on a qualifying request within 30 calendar days, and it may take one extension of up to 30 additional days after providing written notice within the original period explaining the delay. That 30-day deadline applies regardless of whether the information is maintained by the covered entity or a business associate. MGB also states that certain information can take up to 30 days to process. In practice, high-volume academic medical centers run backlogs, so proactive follow-up matters.
Is there a fee for requesting records from Mass General Brigham?
Yes. Massachusetts General Laws c. 111, Section 70 establishes statutory base maximums for copying fees and allows the reasonable fee to be adjusted using the medical-care Consumer Price Index in effect in October of the calendar year the request is made. Because those figures move, confirm the current applicable fee before quoting a client an exact amount. Patients requesting their own records under HIPAA individual access provisions may be subject to separate cost-based federal fee limitations.
Can I send MGB records directly to another provider?
Yes. Complete Section B with the receiving provider's name, address, and fax number, and select the appropriate delivery method. For provider-to-provider transfers, indicate "Medical Care" as the purpose. Processing times are the same as for other requests.
What should I do if my request is denied or the records are incomplete?
Review the denial notice to identify the specific deficiency. Common issues are expired authorizations, missing signatures, or incomplete Section D authorization for sensitive records. Correct it and resubmit. If you believe a covered entity has violated HIPAA access requirements, you may file a complaint with the HHS Office for Civil Rights. There is no waiting period before filing, though OCR generally requires complaints to be submitted within 180 days of when you knew of the alleged violation.
Does MGB offer expedited processing for urgent legal matters?
MGB does not publicly advertise expedited processing. Submit urgent requests by fax rather than mail, note the time-sensitive deadline clearly, and follow up by phone to confirm receipt and explain the urgency. For firms handling time-sensitive litigation, Codes Health works toward complete records in a couple of weeks rather than months through persistent multi-channel follow-up and real-time status tracking.
