List of Forms and Contact Details Required to Request Medical Records From Penn Medicine (2026)
Penn Medicine publishes facility-specific instructions for medical record requests across its hospitals and practices. Penn directs hospital-record requests to the treating hospital, so routing needs to be confirmed for each record custodian, and outpatient office records may need to go directly to the physician's office. For personal injury attorneys managing multi-provider cases, that adds administrative work and delays that can stretch case timelines by months. Codes Health offers AI-powered medical record retrieval that handles Penn Medicine authorization requirements, provider follow-up, and error checking, typically delivering complete records in a couple of weeks.
Key Takeaways
Penn directs hospital-record requests to the treating hospital, so confirm routing for each record custodian, including physician offices for outpatient records
The current Authorization for Disclosure form is UPHS-099-10, revised January 2026, and includes Yes/No selections for behavioral health and substance use disorder (SUD) records
For patient right-of-access requests, HIPAA generally requires action within 30 calendar days, with one possible 30-day extension after written notice
Incomplete authorizations are a leading preventable cause of rejected requests, so review signatures, disclosure scope, and submission details before sending each request
Pennsylvania's 2026 fee schedule caps copies at $2.00 per page for pages 1 to 20, $1.48 for pages 21 to 60, and $0.52 for pages 61 and beyond, plus a permitted search-and-retrieval fee of up to $29.61 for eligible requests
Codes Health checks authorizations before submission and manages provider follow-up across calls, faxes, emails, and portals, typically returning records in a couple of weeks instead of months
Understanding the Penn Medicine Medical Records Request Process
Why Medical Records Are Essential for Legal Cases
Medical records drive personal injury case valuation, damages, demands, and trial strategy, connecting the incident to the injuries and supporting future expense projections.
For attorneys handling Penn Medicine cases, the challenge is routing. A single motor vehicle accident case might involve emergency care at the Hospital of the University of Pennsylvania, follow-up orthopedic care at Penn Presbyterian Medical Center, and therapy at a Penn Medicine practice. Hospital records go to each treating hospital's records department, while office-visit records may need to go to the individual physician's office.
Key Steps in the Request Process
The standard Penn Medicine records request workflow involves several steps:
Identify all treatment locations by reviewing intake notes, ambulance reports, and client interviews
Complete the authorization form with patient demographics, facility selection, recipient information, date ranges, and record types
Submit to each record custodian via fax or mail to the specific records department
Track and follow up with each facility independently
Process payment when invoiced (some facilities require prepayment)
Review for completeness after records arrive
For requests governed by HIPAA's patient right of access, providers generally must act within 30 calendar days after receipt, regardless of whether records are stored onsite or offsite. One extension of up to 30 additional calendar days is permitted if the required written notice explains the delay and provides a completion date. Attorney requests made solely under an authorization aren't automatically the same as patient-access requests. Turnaround varies with request scope, authorization issues, and record availability, so confirm receipt and expected completion with the responsible records department.
Official Penn Medicine Medical Records Request Form
Downloading the Penn Medicine Authorization Form
Penn Medicine uses a standardized Authorization for Disclosure form (UPHS-099-10, revised January 2026) across its facilities. The form is also available in Spanish.
For multi-facility requests, confirm submission requirements with the relevant records departments.
Filling Out the Request Form Correctly
The authorization form requires completion of several sections:
Patient Identification:
Full legal name (first, middle, last)
Date of birth
Current address
Phone number with area code
Facility Selection:
Check boxes for each Penn Medicine location with relevant records
Options include all Penn Medicine locations, individual hospitals, CPUP/CCA outpatient practices, and Penn Medicine at Home
Recipient Information:
Name of person or entity receiving records (law firm name)
Fax number
Complete mailing address
Record Specifications:
Start and end dates of care
Record types requested (discharge summary, operative report, lab reports, radiology, billing, etc.)
Delivery method: mail, CD, or email. Fax delivery is restricted to qualifying patient-care needs, even though fax can be used to submit the request
HIPAA-Compliant Release Forms for Penn Medicine Records
Ensuring HIPAA Compliance
Valid HIPAA authorization requires specific elements to protect patient rights while allowing legitimate disclosure. Penn Medicine's authorization form includes the core components required under 45 CFR 164.508:
Description of information to be disclosed
Identification of who may disclose the information
Identification of who may receive the information
Purpose of the disclosure
Expiration date or event
Patient signature and date
Right to revoke authorization
Penn's form sets authorization expiration at 180 days from the signature date. Check that the authorization remains valid when disclosure occurs, and obtain an updated authorization if necessary. Don't assume that approaching expiration or correcting a request automatically restarts an applicable legal deadline.
What to Include in Your HIPAA Release
The sensitive records section deserves extra attention. 42 CFR Part 2 protects qualifying substance-use-disorder records and generally requires consent for disclosures unless an exception applies. Additional restrictions govern their use in proceedings against the patient. State laws also protect behavioral health information.
The current Penn Medicine form includes Yes/No selections for:
Behavioral health visits
Substance use disorder (SUD) visits
The form addresses other sensitive information through its accompanying acknowledgment, not a separate HIV/AIDS checkbox. Complete the applicable selections to clarify the authorized disclosure. Behavioral-health disclosure also requires hospital-representative validation, and verbal consent requires a second witness.
Codes Health's AI validation flags missing signatures, unclear expiration dates, and unchecked sensitive-record selections before submission, helping prevent a leading preventable cause of rejected requests.
Accessing Your Medical Records Online: Penn Medicine Patient Portals
Registering for Penn Medicine's Patient Portal
Penn Medicine offers portal access through MyPennMedicine, which provides free access to health records including test results, visit summaries, and medication lists. Lancaster General Health patients use a separate MyLGHealth portal, which has a separate login.
Patients and approved proxies can access records through the patient portal, subject to the applicable permissions. That doesn't mean an attorney automatically receives proxy access, so law firms still need written authorizations.
Limitations of Online Health Records
Portals have real limits for legal use:
Variable coverage: Available dates and document types vary; check whether the portal contains the records needed for the case
Incomplete record types: Historical records, detailed billing, and departmental notes may be missing
No third-party release: Attorneys don't automatically get portal access to client records
No legal certification: Portal downloads don't include certification of completeness
For comprehensive legal documentation, written authorization requests remain the standard route.
Contacting Penn Medicine for Medical Records: Phone Numbers and Departments
Penn publishes hospital records contacts for each of its hospitals:
Hospital of the University of Pennsylvania (HUP)
Phone: 215-662-3154
Fax: 215-662-6300
Address: Medical Records Department, 1st Floor, Silverstein, Suite 107, 3400 Spruce Street, Philadelphia, PA 19104. Penn's physician-facing directory and authorization form still list 1st Floor Founders, so confirm the mailing location before sending.
Penn Presbyterian Medical Center
Phone: 215-662-8959
Fax: 215-243-8758
Address: Myrin Basement, 51 North 39th Street, Philadelphia, PA 19104
Pennsylvania Hospital
Phone: 215-829-3931
Fax: 215-829-3027
Address: 1st Floor Preston, 800 Spruce Street, Philadelphia, PA 19107
Chester County Hospital
Phone: 610-431-5678
Fax: 610-431-5025
Address: 701 E. Marshall Street, West Chester, PA 19380
Penn Medicine Doylestown Health
Phone: 215-345-2314
Fax: 215-489-7235
Address: 595 W. State Street, Doylestown, PA 18901
Lancaster General Health
Phone: 717-544-5911
Fax: 717-544-5914
Address: 555 N. Duke Street, 1st Floor, Lancaster, PA 17604
Penn Medicine Princeton Health
Phone: 609-853-7050
Fax: 609-853-7051
Address: 1st Floor Education Building, One Plainsboro Road, Plainsboro, NJ 08536
When to Call vs. Submit a Form
Contact the relevant medical records department to ask about receipt, status, and any urgent handling options. Phone contact is especially useful for:
Confirming receipt of a submitted authorization
Verifying the correct facility for a patient's treatment
Clarifying specific requirements for records requests
Resolving rejection issues after receiving a denial notice
Use Penn's official directory to verify the fax number before submitting.
Codes Health manages provider outreach through calls, faxes, emails, and portals, with provider follow-up and request-status tracking throughout retrieval. That can reduce the manual status calls law firm staff would otherwise make.
Required Information for a Complete Penn Medicine Medical Record Request
Essential Details for Authorization
A complete authorization requires:
Patient identification: Full name matching medical records, date of birth, current contact information
Specific date ranges: Exact start and end dates rather than vague requests for "all records"
Record type selection: Check boxes for each category needed (discharge summary, operative report, labs, radiology reports, radiology images, billing, etc.)
Recipient details: Law firm name, address, and fax number
Purpose of disclosure: Select "Legal" or write "Legal representation"
Signature: Patient or authorized representative's signature, with the authorization still valid within its 180-day term
Sensitive records authorization: Complete the behavioral-health and SUD Yes/No selections
Avoiding Common Request Delays
Cases may involve multiple record custodians. Review signatures, disclosure scope, and submission details before sending each request. Common preventable errors include:
Incomplete signatures: Missing patient signature, missing date, or signature by a representative without relationship documentation
Wrong facility submission: Sending HUP requests to Penn Presbyterian can delay processing
Blank sensitive records section: Leaving the behavioral health or SUD selections incomplete
Vague date ranges: Requests for "all records" or "everything" can slow processing compared to specific date ranges
Lapsed authorization: An authorization that's no longer valid when disclosure occurs
Incomplete authorizations are a leading preventable cause of denied requests. Missing patient signatures, unclear expiration dates, or unchecked boxes for sensitive records can delay or invalidate a request. Codes Health's AI review catches these errors before submission, automatically flagging misspellings, missing dates of service, and signature issues that would otherwise cause provider rejections.
Retrieving Medical Records for Legal Use Cases from Penn Medicine
Special Considerations for Legal Requests
Personal injury attorneys face unique challenges when retrieving Penn Medicine records:
Multi-facility coordination: Cases may involve multiple record custodians, each requiring its own submission and follow-up
Pennsylvania fee structures: State-regulated fees cap copies at $2.00 per page for pages 1 to 20, $1.48 for pages 21 to 60, and $0.52 for pages 61 and beyond, plus a permitted search-and-retrieval fee of up to $29.61 for eligible requests, subject to applicable exceptions. Princeton requests require separate New Jersey analysis
Timeline pressure: Statute of limitations deadlines and settlement negotiations leave little room for slow or incomplete retrieval
Completeness verification: Separate facility processing means gaps may not surface until case review, causing late-stage delays
Ensuring Completeness and Accuracy of Penn Medicine Records Received
Verifying Your Medical Record Set
When records arrive, review them against your original request:
Date range coverage: Confirm records span the requested time period without gaps
Record type completeness: Verify all checked categories were included (billing, imaging, operative reports, etc.)
Facility confirmation: Ensure records came from the correct Penn Medicine location
Patient identification: Confirm records belong to your client and not another patient with a similar name
Under Pennsylvania's hospital retention rule, hospital records generally must be retained for at least seven years after discharge. For minors, hospital records must be retained until majority and then for seven years, or as long as adult records are maintained. Separate physician-record rules generally require seven years after the last medical service and, for minors, at least one year after majority if that requires longer retention. Princeton's New Jersey records follow New Jersey rules.
Addressing Discrepancies in Received Records
If records appear incomplete:
Identify specific gaps: Note missing date ranges, record types, or facility records
Contact the records department: Call the specific facility to clarify what was included and what may have been missed
Submit targeted follow-up: Request specific missing records rather than repeating broad requests
Document all communications: Keep records of calls, faxes, and responses for the case file
Codes Health checks delivered records against original requests and flags gaps in returned documentation, then works with facilities to resolve them before returning the set to your firm.
Why PI Firms Use Codes Health for Penn Medicine Retrieval
Penn Medicine requests can split across separate hospital records departments, individual physician offices, a separate Lancaster General portal, and New Jersey rules for Princeton. Codes Health brings all of it into one managed workflow built for legal teams:
AI validation before submission: Authorizations are checked for misspellings, missing dates of service, signature issues, and incomplete sensitive-record selections
Multi-facility coordination: Separate requests to each Penn Medicine custodian managed through a single workflow
Multi-channel follow-up: Provider follow-up and request-status tracking throughout retrieval
Completeness verification: Gaps in facilities, date ranges, billing, or imaging are flagged before records reach your firm
Flat fee pricing: A flat fee for the retrieval service; confirm how third-party provider and custodian charges are handled under your agreement
Filevine integration: Following the July 2026 Filevine partnership, Filevine users can submit requests, track status, and receive completed records inside their case files
Custom integrations: For high-volume firms, Codes Health can build custom integrations with CRM platforms and other medical software
Speed claims deserve a closer look, too. According to Codes Health, competitors advertising same-day retrieval often return only immediately available records, leaving incomplete files that need extra client involvement and can contribute to client churn. Codes Health describes typical retrieval in a couple of weeks, not months, though Penn Medicine-specific turnaround varies.
On general AI tools: General AI platforms like ChatGPT aren't designed for litigation-grade medical record review and can't reliably analyze complex medical records. They lack the structured validation and provider-specific error checking that legal cases require. Codes Health's purpose-built AI analyzes records with high precision, flagging potential breaches of care, pre-existing conditions, and future expenses for attorney review.
Codes Health's MIT-educated engineering team continuously builds new workflows and products, so the platform keeps evolving and growing more comprehensive to meet the changing demands of modern legal practices.
Bottom Line
Most Penn Medicine retrieval delays are preventable. They come from sending a request to the wrong hospital or skipping the physician's office for outpatient records, leaving the behavioral health or SUD selections blank, letting an authorization lapse before disclosure, and accepting a record set without checking it against your request. Catch those early and you protect your timeline and your case value. Codes Health checks requests before submission, keeps up provider follow-up, and flags gaps in returned records, typically delivering complete, organized records in a couple of weeks so your team can build cases instead of chasing paperwork.
Frequently Asked Questions
How long does it take to get medical records from Penn Medicine?
For requests governed by HIPAA's patient right of access, providers generally must act within 30 calendar days after receipt, regardless of whether records are stored onsite or offsite, with one possible extension of up to 30 more days after written notice. Turnaround varies with request scope, authorization issues, and record availability, so confirm receipt and expected completion with the responsible records department. Codes Health describes typical retrieval in a couple of weeks and uses request checking to help reduce preventable rejections. Penn Medicine-specific turnaround varies.
Is there a fee to request medical records from Penn Medicine?
Usually, for third parties. Pennsylvania's 2026 schedule caps per-page copy charges (see above) and permits a search-and-retrieval fee of up to $29.61 for eligible requests. The schedule excludes search charges for patients requesting their own records and prohibits adding the search charge to certain flat-fee categories. Patient-initiated HIPAA access requests have lower fees limited to labor for copying, supplies, and postage. Penn Medicine Princeton Health requests require separate New Jersey analysis.
Can someone else request my medical records from Penn Medicine on my behalf?
Yes, but specific authorization requirements apply. Attorneys and other third parties must submit a valid signed HIPAA authorization from the patient. For minors, the authorized signer depends on the treatment, who consented to it, the proposed disclosure, and applicable state law. Confirm the requirements for mental-health and other specially protected records rather than relying on a blanket age rule. For deceased patients, the estate executor signs with legal documentation. For incompetent patients, the legally authorized representative signs with guardianship papers, power of attorney, or court order documentation.
What if Penn Medicine cannot locate my medical records?
First, verify you submitted to the correct Penn Medicine location, since hospital records are handled by the treating hospital and office records may sit with the physician's office. Check with the patient about exact treatment dates and locations, review ambulance reports for destination information, or contact Penn Medicine's central line at 800-789-7366 for help locating treatment records. For older records, review the applicable retention rule, keeping in mind that the end of a minimum retention period doesn't establish that records were actually destroyed.
Do I need separate authorizations for radiology images versus radiology reports?
Not necessarily. Both can be selected on the same authorization; confirm any separate fulfillment instructions. The form includes separate checkboxes for "Radiology Reports" and "Radiology Images," so checking only one may get you the written interpretations without the imaging studies, or vice versa. For personal injury cases needing both, check both boxes. Note that radiology images delivered on CD aren't encrypted and may be accessible to others, as stated in the form's security notice.
