List of Forms and Contact Details Required to Request Medical Records From NYU Langone Health
NYU Langone Health operates more than 300 locations across the New York metropolitan area and Florida. For personal injury attorneys and paralegals handling cases involving NYU Langone treatment, knowing the right form, the right contact, and the right submission channel is what keeps a request moving instead of bouncing back. Codes Health streamlines this through AI-assisted retrieval that pre-validates authorizations before submission and manages persistent follow-up across multiple channels.
Key Takeaways
NYU Langone provides centralized instructions for hospital records, but submission channels vary by hospital, physician practice, imaging location, and other facility. Always use the contact information for the specific location holding the records
The required form is the Authorization for Use and Disclosure of Protected Health Information, available as an electronic authorization form and a current static PDF
NYU Langone states that incomplete authorization forms will not be accepted, so pre-submission review matters
The form requires the patient to initial the applicable categories before alcohol or drug treatment, mental health treatment, genetic testing, or confidential HIV-related information is disclosed
Under New York Public Health Law, a reasonable charge for paper copies generally may not exceed $0.75 per page, subject to statutory exceptions
Codes Health pre-validates authorizations, date ranges, and provider requirements before submission, working toward records in a couple of weeks on a flat fee
Understanding the NYU Langone Request Process
NYU Langone provides centralized instructions for hospital records, but it is not a single-door system. NYU expressly says that requests for another NYU Langone Health location should be submitted directly to that doctor or location, and NYU Grossman School of Medicine Faculty Group Practices are directed to the individual office. Hospital requests have location-specific email addresses, and the authorization instructions list different Health Information Management offices, addresses, and telephone numbers.
For a legal team, that means the first question isn't which form to use, but which location holds the records you need. Sending a correct form to the wrong custodian produces the same outcome as sending an incomplete one.
Why Authorization Completeness Matters
NYU Langone states that incomplete authorization forms will not be accepted. A rejected or incomplete authorization requires correction and resubmission, adding delay to a case that may already be running against a deadline. For teams managing several matters at once, those corrections compound.
The NYU Langone Authorization Form
HIPAA requires specific elements in any valid authorization for release of protected health information. NYU Langone's form captures those requirements alongside New York-specific protections.
What the Current Form Asks For
Patient identification: full name, date of birth, telephone number, and address. The current form does not contain a Social Security Number field
Records requested: the form's options include the entire record, records within specified dates, radiology reports, radiology films or images, an abstract, records received from non-NYU providers, and "Other," with billing records given as an example
Recipient information: your firm's complete name and address
Purpose of disclosure: select the purpose that accurately applies. The current form offers "At my request," "Continuity of Care," and "Other," with space to explain. There is no "Legal Purposes" option
Expiration: HIPAA requires an expiration date or event. NYU Langone's form defaults to one year from the signature date unless another event or date is specified
Signature and date: the authorization must be signed and dated. HHS states that a copy, facsimile, or electronically transmitted version of a valid signed HIPAA authorization can be valid, and NYU Langone also provides an electronic authorization option
Dates of service: the current static form states that dates of service are required, including when the entire medical record option is selected. MyChart separately allows patients to select all dates
Sensitive Record Categories
NYU Langone's authorization requires the patient to initial the applicable categories if alcohol or drug treatment, mental health treatment, genetic testing, or confidential HIV-related information is to be disclosed. Psychotherapy notes may require additional authorization, and substance use disorder records can also be subject to federal requirements under 42 C.F.R. Part 2.
Leaving an applicable category uninitialed produces a partial record set. That is the failure mode worth explaining to a client at signature, because the rest of the chart arrives looking complete while the withheld portion is often exactly what a psychological injury claim rests on.
Identification
For hospital-record requests submitted through NYU Langone's central hospital-record process, NYU instructs requesters to include a copy of photo identification. Requirements may differ for requests directed to individual physicians or other locations, so check the instructions for the custodian you are writing to.
Completing and Submitting the Form
Two Form Options
Electronic authorization: NYU Langone provides an electronic authorization form through its records page.
Static PDF: NYU Langone's current static Authorization for Use and Disclosure of PHI form, revised 06/25, can be printed, completed, signed, and submitted according to the instructions for the specific facility.
Multilingual Availability
The current NYU Langone records page lists 14 translated versions of the form: Albanian, Arabic, Bengali, Chinese, French, Greek, Haitian-Creole, Hindi, Italian, Korean, Polish, Portuguese, Russian, and Spanish.
MyChart
For patients requesting their own records, the MyChart patient portal is NYU Langone's fastest published method. NYU says records requested through MyChart are usually available to view immediately, with options to download and share through the portal. Radiology images can also be downloaded through MyChart. Patients can create accounts at the MyChart activation page.
MyChart access is limited to patients and their designated proxies, so attorney requests go through the formal authorization process.
Practical Submission Notes
Use NYU Langone's authorization form rather than a generic HIPAA template
Complete the dates of service the static form requires
Address every applicable sensitive-record category at signature
Include photo identification where the hospital-record process calls for it
NYU states that an estimate of fees, if any, is provided before the request is fulfilled, so there is no need to send payment information with the initial submission
Contact Details for NYU Langone Records
Location-Specific HIM Contacts
There is no single universal records phone number. Use the contact for the facility that holds the records.
Tisch Hospital, Kimmel Pavilion, Hassenfeld Children's Hospital, Rusk Rehabilitation, and the Ambulatory Care Center: 212-263-5490
NYU Langone Hospital-Brooklyn: 718-630-7125
Record Request Emails by Location
Tisch Hospital (Manhattan): DL_ROITisch@NYULangone.org
NYU Langone Hospital-Brooklyn: DL_ROIBrooklyn@NYULangone.org
NYU Langone Long Island locations: DL_ROILongIsland@NYULangone.org
NYU Langone Orthopedic Hospital: DL_ROILOH@NYULangone.org
NYU Langone Hospital-Suffolk: NYULHS@NYULangone.org
Requests covering more than one NYU Langone location: DL_ROILongIsland@NYULangone.org
A Note on the Mailing Address
NYU Langone's current public sources conflict here. The medical records webpage lists 1 Park Avenue, 3rd Floor, New York, NY 10016 for hospital records, while the current static authorization instructions revised 06/25 list One Park Avenue, 6th Floor for Tisch, Kimmel, Hassenfeld Children's Hospital, Rusk Rehabilitation, the Ambulatory Care Center, and Perlmutter.
Use the address appearing on the latest authorization instructions for the specific facility, or confirm with HIM before mailing. This is exactly the kind of discrepancy that costs a firm two weeks and produces no explanation.
For facilities not listed above, contact the relevant location's HIM office to confirm the submission channel rather than defaulting to a general information line.
Accessing Older Records
Retention
New York hospital regulations under 10 NYCRR § 405.10 require hospital records to be retained for at least six years from discharge, or three years after the patient reaches age 18, whichever is longer, or at least six years after death. Providers may retain records longer than the minimum.
When requesting older records:
Specify exact date ranges rather than open-ended requests
Include as much identifying information as possible, including previous addresses
Allow additional processing time
Contact the location or HIM office to confirm whether the requested records remain available
Deceased Patient Records
Requests for a deceased patient require documentation beyond the standard authorization. NYU Langone's records page describes routes including an authorization together with an original copy of the death certificate and a signed or notarized Affidavit of Distributee Status, and a route involving letters testamentary or the affidavit, an original copy of the death certificate, and a power of attorney signed by the distributee.
Worth flagging: the affidavit PDF itself refers to a certified copy of the death certificate and includes a notary section, so NYU's own materials are not perfectly consistent. Confirm documentation requirements with NYU before relying on the affidavit route.
HIPAA protection for a deceased person's identifiable health information continues for 50 years after death.
Tracking Your Request
NYU Langone's public medical record request page does not identify an automated third-party status portal, which makes proactive communication the practical approach.
The following cadence is an internal law firm workflow suggestion rather than an NYU procedure:
Day 7: confirm receipt by phone or email
Day 14: check status if records have not arrived
Day 21: escalate if the request remains pending
Track the submission date and method, any confirmation number, follow-up dates and responses, and the expected delivery date.
Codes Health manages this follow-up, providing real-time status visibility and persistent provider outreach across multiple channels, including calls, faxes, and portals, until records arrive.
Ensuring Completeness
Receiving records does not mean you have everything the case needs.
Red flags in a delivered set:
Treatment dates in billing records with no corresponding clinical notes
Referrals mentioned in notes but no specialist records included
Prescriptions documented but no pharmacy records
Imaging referenced in clinical notes with only reports provided, no films or image files
Chronological gaps in the treatment timeline
Specify each record type on the request: emergency department records, physician treatment notes, nursing notes, radiology reports and images, laboratory results, pathology reports, operative reports, anesthesia records, discharge summaries, medication administration records, itemized billing records, and prescription records.
Billing records can be specified on the authorization, and the form's "Other" category gives billing records as an example. Naming record types explicitly rather than requesting "complete medical records" is what prevents a partial fulfillment nobody notices until trial prep.
Fees
Under New York Public Health Law, a reasonable charge for paper copies generally may not exceed $0.75 per page, subject to statutory exceptions, and charges should not exceed costs incurred. For voluminous records common in personal injury cases, that adds up.
NYU Langone states that patients and healthcare providers are not charged for copies through its stated process, that attorney requests may carry fees, and that an estimate is provided before release. Inquire about specific fees when submitting.
Why PI Firms Use Codes Health for NYU Langone Retrieval
Firms handling NYU Langone cases must navigate location-specific HIM offices and emails, a form whose requirements differ from a generic HIPAA template, conflicting published mailing addresses, and separate routes for deceased-patient documentation.
Codes Health consolidates that into one platform built for plaintiff law firms, combining AI-assisted request validation with persistent operational follow-up. Codes Health reports an average retrieval turnaround of about one to two weeks across its platform and verifies batches for completeness before delivery, though individual requests vary by provider and case.
Pre-validation of authorizations, date ranges, and provider requirements before submission, to help reduce preventable rejections
Persistent provider outreach across multiple channels, including calls, faxes, and portals
Completeness verification comparing delivered records against original requests and flagging missing facilities, date ranges, or billing documentation so they can be pursued
AI-generated case chronologies with citations back to source documents
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 claims clearinghouses, custodian integrations, proprietary provider networks, and traditional retrieval channels.
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.
On general AI tools: general AI platforms like ChatGPT are not designed for litigation-grade medical record review, and do not provide Codes Health's purpose-built retrieval, authorization validation, missing-record detection, chronology, and human-verification workflow. Codes Health is purpose-built for plaintiff-firm retrieval and analysis across personal injury, mass tort, and medical malpractice matters.
Codes Health has an MIT-educated engineering team and was founded by graduates of MIT and Yale. That 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 Filevine users, the partnership announced July 13, 2026 embeds the workflow directly into case files, so teams can submit requests, track status, and receive completed records without leaving the case management platform.
The Bottom Line for Firms Requesting NYU Langone Records
Most delays on NYU Langone requests are not bad luck. They are preventable failure modes that repeat until the process changes.
The first is the centralization assumption. NYU Langone is not one door. Hospital records, Faculty Group Practice records, and other locations have their own submission instructions, and a correct form sent to the wrong custodian goes nowhere.
The second is the form mismatch. The current authorization has no "Legal Purposes" option, requires dates of service even when the entire record is selected, and defaults to a one-year expiration. A generic HIPAA template will not satisfy it.
The third is the initials omission. Alcohol or drug treatment, mental health treatment, genetic testing, and confidential HIV-related information each require the patient's initials, and one blank line withholds that portion of the chart.
The fourth is the address discrepancy. NYU's webpage and its current authorization instructions list different floors at One Park Avenue, so a mailed request can sit unprocessed with nobody telling you why.
Each is fixable in advance. Identify the custodian before the form. Use NYU's own current form and complete the fields it actually requires. Address every applicable sensitive category at signature. And confirm the mailing destination against the latest instructions.
Codes Health is built around those checkpoints: 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 average, on a flat fee, with the chronology already done.
Schedule a demonstration to see how Codes Health handles multi-location NYU Langone retrieval for your caseload.
Frequently Asked Questions
What is the difference between MyChart access and an attorney record request?
NYU Langone says records requested through MyChart are usually available to view immediately, and patients and healthcare providers are not charged through its stated process. MyChart is limited to patients and their designated proxies. Attorney requests go through the formal authorization process and may carry fees, with an estimate provided before release. NYU Langone does not publish a fixed attorney-request turnaround on its public medical records page.
Can one authorization cover multiple NYU Langone locations?
Partly. NYU provides a special submission instruction for requests involving more than one NYU Langone location, directing those to DL_ROILongIsland@NYULangone.org. But not every NYU facility uses the same centralized submission process, and NYU separately tells people seeking records from another NYU Langone location to submit directly to that doctor or location. Treatment at non-NYU facilities always requires separate authorizations.
What should I do if NYU Langone rejects my authorization?
Contact the HIM office for that location to identify the specific deficiency. Potential problems include an incomplete or unsigned form, failure to include required hospital-request identification, or failure to initial sensitive categories when those records are requested. Correct and resubmit, recognizing that a rejection means additional delay. Codes Health's validation catches these defects before submission.
How long does NYU Langone retain records?
New York hospital regulations require records to be retained for at least six years from discharge, or three years after the patient reaches age 18, whichever is longer, or at least six years after death. Many facilities keep records longer. For questions about older records, contact the relevant location's HIM office. Records for deceased patients remain protected under HIPAA for 50 years after death.
Are billing records requested separately?
The same authorization can cover both. The form's "Other" category gives billing records as an example, so specify "itemized billing records" explicitly along with the relevant date ranges. Verify on receipt that both clinical and billing records arrived, since a set with treatment dates in the billing but no matching clinical notes is a sign of partial fulfillment.
