List of Forms and Contact Details Required to Request Medical Records in Phoenix (PI Lawyers' Checklist)

Phoenix personal injury attorneys face a consistent challenge: obtaining complete medical records from the Valley's major healthcare systems before critical deadlines expire. This comprehensive checklist provides verified contact information, required authorization forms, fee schedules, and submission procedures for every major Phoenix-area provider—plus how platforms like Codes Health reduce turnaround from months to approximately 10-12 days through AI-powered retrieval and automated provider follow-ups.

Key Takeaways

• Arizona providers have 30 days to respond to medical records requests under HIPAA, with potential 30-day extensions
• Phoenix Children's Hospital processes attorney requests through the Verisma Request App with 15 business day standard turnaround
• HonorHealth centralizes all records requests through Sharecare partnership—attorneys must use this system for non-patient requests
• Arizona statute A.R.S. § 12-2295 caps electronic record fees at $160 maximum per facility
• Maricopa County Public Health requires notarized signatures for faxed or mailed authorization forms
• Incomplete authorizations are the #1 cause of denied requests—missing signatures, unclear expiration dates, or unchecked boxes restart your timeline
• Codes Health's AI-powered platform catches authorization errors before submission and delivers organized records in 10-12 days versus 30-90 day industry averages

Understanding Medical Record Request Requirements in Phoenix

Arizona operates under federal HIPAA regulations requiring providers to deliver medical records within 30 days of receiving a proper request. Providers may extend this deadline by an additional 30 days if records are not readily available, but must notify the requestor in writing with an explanation for the delay.

For personal injury attorneys, this timeline creates significant case management challenges. A typical PI case involving multiple providers—emergency room, specialists, imaging centers, and physical therapy—can require 5-10 separate records requests. With each provider taking up to 30 days (potentially 60 days with extensions), the retrieval phase alone can consume months of case development time.

Key Legal Frameworks Governing Record Access

Arizona law provides specific protections for medical record access:

• HIPAA Privacy Rule (45 CFR § 164.524): Establishes 30-day response requirement and patient rights to access
• Arizona Revised Statutes § 12-2295: Sets maximum fee schedules for attorney requests
• Arizona Administrative Code: Governs healthcare provider licensing and records retention requirements

The practical reality: Despite legal timelines, most Phoenix PI lawyers report actual retrieval times of 30-90 days through manual processes. Provider delays, authorization rejections, and follow-up gaps extend timelines well beyond legal requirements.

Essential Forms for Medical Record Retrieval: A Phoenix PI Law Firm Checklist

Every medical records request requires a properly executed HIPAA authorization form. Phoenix providers accept both standardized HIPAA forms and facility-specific authorization templates.

Core HIPAA Authorization Requirements

Every authorization must include these elements per 45 CFR § 164.508:

• Patient Information: Full legal name, date of birth, address, phone number
• Discloser Identification: Name and address of healthcare provider/facility
• Recipient Identification: Law firm name, attorney name, address, phone/fax
• Purpose Statement: "For legal representation in personal injury claim"
• Expiration Date: Specific date or triggering event ("upon conclusion of legal matter")
• Patient Signature and Date: Original signature required; electronic signatures accepted by most facilities
• Required Statements: Right to revoke in writing, voluntary nature of authorization, potential for re-disclosure

Facility-Specific Forms

Phoenix Children's Hospital: Download the Medical Records Request form (available in English and Spanish) from their website or request at the Main Campus Information Desk. Attorney requests should use the Verisma Request App for online submission and tracking.

HonorHealth: Obtain the Medical Records Release from their website. Third-party attorney requests are processed through Sharecare partnership.

Valleywise Health: Complete the Authorization to Use available on their website.

Maricopa County Public Health: Download the Release of Information (English or Spanish PDF). Critical requirement: Notarized signature required for mail or fax submissions, plus legible photo ID copy (front and back).

Avoiding Common Form-Related Delays

Incomplete authorizations are the #1 cause of denied requests. Missing patient signatures, unclear expiration dates, or unchecked boxes for sensitive records will restart your 15-day clock. Codes Health's AI review catches these errors before submission—their system automatically flags misspellings, missing dates of service, and signature issues that would otherwise cause provider rejections.

Identifying Key Contact Details for Phoenix Healthcare Providers

Phoenix Children's Hospital

Address: 1919 E. Thomas Road, Phoenix, AZ 85016
Main Phone: 602-933-1000
Medical Records Phone: (602) 933-1490
Medical Records Email: HIMrecordrequests@phoenixchildrens.com
Fax: 602-933-2469
Hours: Monday-Friday, 8:00 AM - 4:30 PM

Attorney-Specific Process:

• Use Verisma Request App for prioritized attorney requests
• Standard processing: within 15 business days
• High-volume delays: up to 30 days
• Status inquiries: 866-390-7404 (Verisma)

HonorHealth Network

Central Contact Address: Network Support Services, Attn: Health Information Management Release of Information, 2500 W. Utopia Road, Phoenix, AZ 85027
Medical Records Phone: 480-882-4040
Fax: 480-882-5841

Key Locations:

• John C. Lincoln Medical Center: 250 E. Dunlap Ave., Phoenix, AZ 85020
• Scottsdale Shea Medical Center: 9003 E. Shea Blvd., Scottsdale, AZ 85260

Attorney-Specific Process:

• Non-patient requests processed through Sharecare partnership
• Online portal: requestmanager.healthmark-group.com/register
• Fee inquiries: 858-244-1811 or customerserviceshds@sharecare.com

Valleywise Health (formerly Maricopa Medical Center)

Address: 2601 E. Roosevelt Street, Phoenix, AZ 85008
Health Information Management: (602) 344-5266
Fax: (602) 344-1104
Hours: Monday-Friday, 8:00 AM - 5:00 PM (Closed 12:00-12:30 PM)
HIM Location: Main hospital, 1st floor, West Entrance

Processing: Within 30 days; may extend additional 30 days if records not readily available.

Mayo Clinic Hospital - Phoenix

Address: 5777 E. Mayo Blvd., Phoenix, AZ 85054
Main Phone: 480-342-2000
Medical Records (Centralized): 507-284-4594
Medical Records Fax: 507-284-0161

Key Note: Mayo Clinic uses a centralized records system for all three campuses (Arizona, Florida, Minnesota). Download the Records Request Form (PDF) from their website.

Banner Health Network

Major Phoenix Locations:

• Banner University Medical Center Phoenix: 1111 E. McDowell Road, Phoenix, AZ 85006 | Phone: (602) 839-2000
• Banner Estrella Medical Center: 9201 W. Thomas Road, Phoenix, AZ 85037

Important: Banner Health does not have a centralized medical records contact. Call the main phone number for the specific facility (e.g., Banner University Medical Center Phoenix: (602) 839-2000) and ask for the "Health Information Management" or "Medical Records" department.

Maricopa County Correctional Health Services

Address: 234 N. Central Ave, Suite 5400, Phoenix, AZ 85004
Phone: 602-506-3509
Fax: 602-372-6764
Email: CHSHIMROI@Maricopa.gov
Hours: Monday-Friday, 8:00 AM - 4:00 PM

Fee Structure:

• Electronic records: $6.50 flat fee
• Paper copies: $10.00 for first 10 pages, $0.50 each additional page
• Payment: Cashier's check, money order, or business check only (NO personal checks)

Phoenix Indian Medical Center

Address: 4212 N 16th Street, Phoenix, AZ 85016
Medical Records Direct: 602-263-1681
Fax: 602-200-5382 or 602-263-1648
Hours: Monday-Friday, 8:00 AM - 4:30 PM
Drop Box: Available outside Release of Information office for after-hours submissions

Special Requirements: Federal Indian Health Service facility—submit authorization form with patient and requestor photo ID. If requesting for a child, include birth certificate or legal guardianship paperwork.

Arizona Fee Schedules: What Providers Can Legally Charge

Arizona Revised Statutes § 12-2295 establishes maximum fees for attorney medical records requests:

Paper Format:

• $0.50 per page (up to 50 pages)
• $0.25 per page (51+ pages)
• $20 search/handling fee
• Actual postage costs

Electronic Format:

• Providers may charge a reasonable fee, not to exceed a total of $160, plus $20 search/handling fee
• While the statute does not mandate a specific per-page cost for electronic copies, costs are generally lower than paper

Cost Example: A 200-page electronic record typically costs significantly less than paper delivery—always request electronic delivery when available.

X-rays and Imaging: Reasonable fee of approximately $25 each plus $10 search/handling fee.

Streamlining Your Medical Record Request Process

Submission Methods by Priority

1. Provider Secure Online Portal (fastest): Phoenix Children's Verisma, HonorHealth Sharecare
2. Email with PDF Authorization: Confirm provider accepts email; use encrypted when possible
3. Fax: Instant confirmation but verify delivery with follow-up call
4. Certified Mail: Provides legal proof of delivery but adds 7-10 days minimum

Batch Submission Strategy

Submit all requests simultaneously rather than sequentially. A typical car accident case with 5 providers submitted one at a time could take 150+ days; parallel submission reduces this to 30-60 days through traditional methods.

Codes Health streamlines this further—submit all requests through one platform interface, track all statuses in real-time, and receive organized chronological records without manually managing dozens of provider relationships.

Expediting Records for Critical Personal Injury Cases

Processing Time Expectations by Facility

Phoenix Children's Hospital

• Standard Processing: within 15 business days (up to 30 during high volume)
• Status Check Method: Email after 15 days or call Verisma 866-390-7404

HonorHealth

• Standard Processing: Varies via Sharecare
• Status Check Method: 858-244-1811

Valleywise Health

• Standard Processing: Within 30 days
• Status Check Method: Call HIM 602-344-5266

Phoenix Indian Medical Center

• Standard Processing: Up to 30 business days
• Status Check Method: Call 602-263-1681

Maricopa County Public Health

• Standard Processing: Up to 5 business days
• Status Check Method: Call 602-506-6018

Escalation Protocol

Days 1-7: Polite inquiry call confirming receipt and estimated completion
Days 8-14: Email to records supervisor with HIPAA citation
Days 15-21: Escalate to compliance officer or patient advocate
Days 22-30: Formal demand letter referencing federal HIPAA requirements
Day 30+: Prepare subpoena if critical records needed for imminent deadline

Leveraging Technology for Advanced Medical Record Analysis

Traditional manual retrieval processes consume 10-15 hours weekly of staff time tracking requests, making follow-up calls, and organizing received records. General AI platforms like ChatGPT cannot accurately analyze medical records due to lack of legal-specific training and HIPAA compliance limitations.

Codes Health's platform combines AI analysis with human verification specifically designed for personal injury attorneys:

• AI-Powered Case Chronologies: Automatically organizes records chronologically across all providers
• Insights Extraction: Identifies buried diagnoses, breaches in care, and future medical expenses
• Missing Record Visualization: Shows gaps in treatment documentation requiring follow-up
• Automated Daily Follow-ups: Maintains provider contact without staff intervention
• 10-12 Day Turnaround: Delivers organized records versus 30-90 day manual processes

While some competitors advertise same-day retrieval, these services typically deliver incomplete records and require extensive client involvement to obtain missing documentation—a process that often leads to client churn and case delays. Codes Health obtains complete, comprehensive records in 10-12 days without requiring client follow-up.

Codes Health's MIT-educated engineering team continuously builds out additional workflows and products, ensuring the platform constantly evolves, improves, and becomes more comprehensive to meet the changing demands of legal and healthcare professionals. The platform operates on a flat fee structure and can build custom integrations with CRM platforms and medical software for high-volume practices.

Ensuring Completeness: The Importance of Missing Record Review for PI Litigation

Incomplete records create trial surprises that can derail settlements. Common gaps include:

• Treatment notes missing between documented billing dates
• Imaging ordered but results not included
• Referrals documented but specialist records absent
• Prescriptions in notes but pharmacy records missing

Quality Control Checklist

Upon receiving records, verify:

• All requested date ranges covered without gaps
• All record types included (treatment notes AND billing AND imaging AND labs)
• Records legible with no cutoff pages
• Correct patient on all pages
• Imaging CDs enclosed if requested

Codes Health's Missing Record Review cross-references patient medical history to identify gaps pre-trial, automatically flagging incomplete provider deliveries and chronological inconsistencies that require investigation.

Frequently Asked Questions

What specific HIPAA forms are required for personal injury cases in Phoenix?

Arizona providers accept standard HIPAA authorization forms meeting 45 CFR § 164.508 requirements. Most major Phoenix facilities also provide proprietary forms—Phoenix Children's, HonorHealth, and Valleywise Health each offer downloadable authorization templates on their websites. Using facility-specific forms typically expedites processing.

How long does it typically take to retrieve medical records from Phoenix providers?

Processing times range from 5-30 business days depending on facility. Phoenix Children's Hospital averages within 15 business days; Maricopa County Public Health processes within 5 business days for recent records. HIPAA allows 30 days with potential 30-day extensions. Codes Health delivers organized records in 10-12 days through automated processing.

What are common reasons for medical record request rejections in Phoenix?

Incomplete authorizations cause approximately 40% of rejections—missing signatures, unclear expiration dates, or unchecked boxes for sensitive records. Other common reasons include missing photo ID (25%), insufficient patient information (15%), and improper representative authorization (8%). Maricopa County Public Health specifically requires notarized signatures for fax/mail submissions.

Are there specific fees associated with obtaining medical records in Phoenix?

Arizona statute A.R.S. § 12-2295 caps attorney request fees at $0.50/page for first 50 pages (paper), $0.25/page thereafter, plus $20 search fee. Electronic records may not exceed a total of $160, plus $20 search/handling fee. Maricopa County Correctional Health charges a $6.50 flat fee for electronic records.

How can I ensure my medical record requests are complete and accurate for litigation?

Implement systematic quality control: verify all date ranges are covered, confirm all record types are included (not just office notes), check for treatment gaps between billing dates, and ensure imaging CDs are enclosed. Codes Health's AI platform automates this process through Missing Record Review that cross-references treatment documentation against received records, identifying gaps before trial.