List of Forms and Contact Details Required to Request Medical Records From Mayo Clinic
Requesting medical records from Mayo Clinic requires appropriate authorization forms, accurate contact information, and compliance with applicable privacy requirements. Mayo Clinic says requests are typically processed within two weeks, although delays can occur and federal HIPAA access rules allow up to 30 days for qualifying individual access requests.
For personal injury law firms managing multiple cases simultaneously, record retrieval can become a significant administrative bottleneck. This guide provides the key forms, phone numbers, fax lines, addresses, and submission methods for obtaining records from Mayo Clinic. For firms looking to outsource the process, Codes Health retrieves and organizes records in a couple of weeks through AI-assisted request review and persistent provider follow-up. Codes Health’s supplied company materials support those retrieval and workflow capabilities.
Key Takeaways
Mayo Clinic uses Form MC0072-01 as its primary authorization for releases to third parties, including legal and insurance recipients.
Mayo Clinic publishes a centralized Release of Information number, 507-284-4594, for questions about records. See Mayo contacts.
Mayo Clinic says requests are typically processed within about two weeks, while HIPAA provides a 30-day deadline for qualifying individual right-of-access requests.
Patients can receive their own records without charge, although Mayo Clinic says reasonable cost-based charges may apply in some circumstances.
Incomplete authorizations can result in rejection, requests for correction, and additional processing delays.
Codes Health uses AI-assisted validation to flag request problems before submission and manages continuing provider follow-up.
Understanding Medical Records and HIPAA Compliance
Medical records are central to personal injury litigation because they document diagnoses, treatment, medical history, and claimed damages.
The HIPAA Privacy Rule establishes federal protections for protected health information. For an individual's HIPAA right-of-access request, a covered entity generally must act within 30 calendar days. One extension of up to another 30 days is available when the requester receives timely written notice explaining the delay.
That federal access rule should not be treated as a universal deadline for every subpoena, discovery demand, authorization-based attorney request, or other legal records process.
Important authorization elements generally include:
Patient-identifying information
A description of information to be disclosed
Identification of the authorized recipient
An expiration date or event
Patient or authorized-representative signature and date
Applicable authorization and revocation language
Mayo Clinic’s own MC0072-01 incorporates the information necessary for its third-party release process.
For law firms, authorization accuracy matters because errors can cause provider rejection or additional back-and-forth. Codes Health is a HIPAA-compliant medical-record retrieval platform that reviews record requests for preventable errors before submission.
General Steps to Request Medical Records from Mayo Clinic
Mayo Clinic provides an enterprise third-party authorization form that applies to Mayo Clinic locations in Arizona, Florida, Rochester, and Mayo Clinic Health System. The form can authorize the release of information from all Mayo Clinic and Mayo Clinic Health System locations.
Learn more about Mayo medical records.
Standard request process:
Obtain proper authorization: Complete the applicable Mayo Clinic authorization form.
Verify patient information: Make sure patient name, date of birth, Mayo Clinic number if known, and other identifying information are accurate.
Specify records needed: List the record types and date ranges requested.
Identify the recipient: Provide complete recipient information on the authorization.
Select delivery method: Mayo’s form allows options including mail, Patient Portal, fax, email, pickup, CD/DVD, USB, and other specified methods.
Submit and follow up: Send the authorization to Mayo Clinic Release of Information and monitor the request.
A government-issued photo ID is not listed by Mayo Clinic as a universal requirement for every standard third-party request. When a representative signs for a patient, however, documentation establishing legal authority may be required.
Processing timeline expectations:
Standard request: Mayo Clinic says requests are typically processed within about two weeks.
HIPAA access request: Up to 30 calendar days, with one permitted extension of up to 30 additional days when applicable.
Amendment request: Generally within 60 days, with a possible extension under HIPAA.
Patient Portal: 24/7 access to a selected set of records.
Required Forms for Releasing Medical Information from Mayo Clinic
Mayo Clinic maintains authorization forms for different disclosure scenarios. Using the appropriate form helps prevent avoidable delays.
Form MC0072-01: Authorization to Release PHI to Third Party
This is Mayo Clinic’s primary form for records going to third parties, including legal and insurance recipients. Law firms will commonly use this form.
Form specifications:
Form Code: MC0072-01rev0419
Page Count: 2 pages
Expiration: One year from signature unless another date is specified
Purpose options: Continuing care, disability, forms completion, insurance, legal, workers’ compensation, and other specified purposes
Available languages:
Mayo Clinic confirms these translations on its Release of Information page.
Required information includes:
Patient name and date of birth
Mayo Clinic number, if available
Purpose of release
Recipient information
Relevant dates or years
Records or reports requested
Preferred delivery method
Patient or authorized-representative signature and date
Form MC0072-94 and MC0072-95: Family and Friends Authorization
These forms are intended for disclosure to family members or friends rather than ordinary law-firm or insurance-company recipients.
MC0072-94: Adult patients can designate individuals to receive specified information.
MC0072-95: The minor-patient form addresses authorization involving a parent or legal guardian.
Spanish versions of the adult and minor forms are also published by Mayo Clinic.
Form MC5256-03: Request for Amendment of Health Information
When information in a Mayo Clinic record is believed to be inaccurate or incomplete, Mayo provides an amendment process.
Amendment process requirements include:
Identify the information to be amended
Describe the requested correction
Explain the reason for the amendment
Date and sign the request
Follow Mayo Clinic’s instructions for marking a copy of the report when applicable
Mayo’s instructions say to use blue or black ink when marking the disputed information and not to use highlighter.
Amendment submission contacts:
Email: HIMSAMENDMENTREQ@mayo.edu
Mail: Health Information Management Services, Attn: Amendment Request Specialist, Mayo Clinic Campus Support Center, 4500 San Pablo Road, Jacksonville, FL 32224
Questions: 507-538-7700, option 1
These details remain current in Mayo Clinic’s 2025 amendment instructions and 2026 amendment form.
Substance Use Disorder Records
Mayo Clinic’s current MC0072-01 contains a dedicated section for “Substance Abuse and Addiction Treatment Records,” including assessment, history and physical examination, treatment plans, multidisciplinary notes, questionnaires, and treatment or discharge summaries.
These records may also fall under the federal confidentiality protections of 42 CFR Part 2. Updated Part 2 requirements became mandatory on February 16, 2026. HHS explains that Part 2 protects qualifying substance-use-disorder treatment records and imposes particular restrictions on disclosures and their use in legal proceedings.
Law firms requesting these records should make sure the authorization appropriately covers the information sought and should consider whether additional Part 2 consent or court-order requirements apply to the intended legal use.
Why authorization errors matter: Incomplete authorizations are a leading source of avoidable provider rejection and delay. Missing signatures, unclear dates, incorrect patient information, or failure to specify sensitive records can require correction before processing continues. Codes Health uses AI-assisted review to flag issues such as misspellings, missing dates of service, and signature problems before requests are submitted.
Contacting Mayo Clinic: Phone Numbers and Fax for Medical Records
Mayo Clinic publishes centralized Release of Information contacts along with location-specific HIMS contacts. See Mayo contacts.
Centralized Release of Information Contacts
Phone: 507-284-4594
Use this number for questions about the release of records. Mayo publishes business hours by time zone for Arizona, Florida, Minnesota, and Wisconsin.
Fax: 507-284-0161
Email: MAYOHIMSROI@mayo.edu
Mail:
Health Information Management Services
Release of Information
Mayo Clinic
200 First St. SW
Rochester, MN 55905
All four contact methods are listed on Mayo Clinic’s current medical-records page.
Location-Specific HIMS Contacts
Arizona, Scottsdale/Phoenix:
Address: 13400 East Shea Boulevard, Scottsdale, AZ 85259
Phone: 480-301-4211
Fax: 480-301-7282
Florida, Jacksonville:
Address: 4500 San Pablo Road, Jacksonville, FL 32224
Phone: 904-953-2022
Fax: 904-953-2242
Minnesota, Mayo Clinic Health System, Mankato:
Address: 1025 Marsh Street, Mankato, MN 56001
Phone: 507-594-2621
Fax: 507-422-0902
These contacts are printed directly on Mayo Clinic’s current MC0072-01 authorization.
Managing provider follow-up at scale: Tracking multiple record requests can consume substantial staff time. Codes Health manages outreach across provider channels and gives law firms visibility into retrieval status and completed follow-up activity.
Accessing Your Mayo Clinic Medical Records Online
The Mayo Clinic Patient Portal provides 24/7 electronic access to a selected set of medical records.
Available through the portal includes:
Lab results
Medical imaging
Clinical notes
Medications
Allergies
Vaccination history
Upcoming appointments
The portal also allows users to upload, download, share, save, and print documents and request records.
Portal limitations for legal use:
The portal provides a selected set of records rather than necessarily every record relevant to litigation.
Records going to a third party may require Form MC0072-01.
Legal representatives may need appropriate proxy or representative documentation.
Cost information: Mayo Clinic says there is no charge for patients to receive their own records, although reasonable cost-based charges may apply in some circumstances, as allowed by law. Imaging on an encrypted CD is available by U.S. mail without charge, while FedEx delivery is listed at $45.
Retrieving Old Medical Records from Mayo Clinic Hospitals
Older records may require additional investigation, particularly in cases involving long treatment histories or multiple Mayo Clinic and Mayo Clinic Health System locations.
Potential considerations include:
Older materials may not all appear in the Patient Portal.
Archived records may take additional work to locate.
Records from multiple facilities should be clearly identified in the request.
Legal representatives should provide appropriate documentation of their authority.
Special circumstances:
Deceased patients: Mayo Clinic may require legal documentation demonstrating that the signer is authorized to obtain the patient's records. Contact Release of Information to confirm the documents required for the specific situation.
Minor patients: Parent or guardian authority depends on the circumstances, and Mayo notes that certain situations may require the minor's authorization.
Multiple Mayo locations: MC0072-01 allows the requester to select Mayo Clinic as the releasing party, which includes Mayo Clinic and Mayo Clinic Health System locations.
Identifying where records exist: For cases involving several treatment facilities or incomplete client recollection, Codes Health uses provider and facility information to help locate previous sources of medical records.
Requesting Medical Records for Legal or Third-Party Use
Personal injury firms often need a broader record set than a patient would download for personal use.
Common records in PI cases include:
Treatment and provider notes
Billing information
Imaging and radiology reports
Actual radiology images, when necessary
Laboratory results
Relevant prior medical records
Medication information
Mayo Clinic’s MC0072-01 lets the patient select specific categories, including provider notes, emergency or urgent-care notes, laboratory results, pathology reports, radiology reports, radiology images, and billing information associated with selected records.
Attorney submission considerations:
Signed patient authorization
Accurate patient-identifying information
Complete receiving-party information
Specific dates or years
Clearly selected record types
Documentation of representative authority when applicable
A government-issued photo ID is not identified in Mayo Clinic’s public instructions as a standard requirement for every legal request.
Fees:
Patient's own records: No charge
Imaging CD by mail: No charge
Imaging via FedEx: $45 fee
Other requests: Reasonable cost-based fees may apply when permitted by law.
Streamlining legal retrieval: Filevine users can submit record requests through a Codes Health workflow integrated with Filevine. A publicly announced Filevine partnership describes the integration between the two companies.
Codes Health also supports custom integrations with CRM platforms and other medical software for high-volume customers, allowing larger law firms to embed retrieval workflows into existing systems.
Ensuring Completeness and Accuracy of Your Mayo Clinic Records
Receiving a record set does not necessarily establish that every item needed for litigation has been produced.
Completeness verification checklist:
Requested date ranges are accounted for
Requested record categories were delivered
Billing information is present when requested
Requested imaging is included
Records are legible
Patient information is consistent
Referenced tests or visits are accounted for where relevant
Potential incompleteness issues include:
Visit notes are missing from the requested period
Tests referenced in clinical notes but absent from the production
Imaging reports without requested images
Referrals to outside specialists whose records are held separately
Billing information is not included in a clinical-record production
Records can include:
Demographic information
Provider notes
Examination findings
Diagnoses
Treatment plans
Medication information
Lab results
Imaging reports
Progress notes
Discharge information
The exact content depends on the records requested and the patient's care history.
Completeness review: Codes Health's Missing Record Review is designed to identify gaps and cross-check retrieved medical history before a retrieval is treated as complete. The company materials describe record completeness as part of the platform rather than simple document delivery.
Purpose-built medical-record analysis is also an important distinction for legal teams. General-purpose AI platforms such as ChatGPT are not designed to provide the same specialized medical-record retrieval, structured chronology, completeness checking, and legal-case workflows as a purpose-built platform. Codes Health combines AI extraction with human verification and case-specific record workflows.
Codes Health's engineering team also continues to build additional workflows and products, including custom integrations for high-volume customers, so the platform can expand with law-firm retrieval and review needs.
Frequently Asked Questions
How long does it take to get medical records from Mayo Clinic?
Mayo Clinic says requests are typically processed within about two weeks. Mayo also notes that federal HIPAA rules allow up to 30 days for applicable access requests. Under HIPAA, one additional 30-day extension may be available when the required written notice is provided.
Amendment requests are generally processed within 60 days, subject to a possible extension.
Can I request my Mayo Clinic medical records for free?
Yes. Mayo Clinic states that patients are not charged to receive their own records. Imaging CDs sent by U.S. mail are also free. FedEx delivery of an imaging CD is listed at $45. Mayo notes that reasonable cost-based charges may apply in some other circumstances as permitted by law.
What if I need medical records from multiple Mayo Clinic locations?
Form MC0072-01 lets a requester select Mayo Clinic as the source, which includes all Mayo Clinic and Mayo Clinic Health System locations. For questions, contact Mayo ROI at 507-284-4594, fax 507-284-0161, or MAYOHIMSROI@mayo.edu.
How do I get records for a deceased patient from Mayo Clinic?
The person requesting records on behalf of a deceased patient must have appropriate legal authority. Mayo Clinic states that the necessary legal documentation may be required when someone signs on the patient's behalf. Contact the Release of Information to determine which documents are necessary for the specific situation.
What information is included in a Mayo Clinic record?
The contents depend on the patient's care and the categories requested. Mayo’s third-party authorization allows requests for provider notes, emergency notes, therapy notes, laboratory results, pathology, imaging reports and images, medications, billing information, and other specified records.
