List of Forms and Contact Details Required to Request Medical Records From UPMC in 2026
UPMC operates 40+ hospitals and a large network of physician practices, and those locations don't all handle medical record requests the same way. Hospital records, physician-office records, and patient portal requests each follow their own route, and the right one depends on where your client was treated. For personal injury and malpractice firms, a misrouted request or flawed authorization can stall a case early. That's why many firms hand this work to Codes Health, which checks authorizations, follows up with each facility, and reviews returned records for gaps.
Key Takeaways
UPMC offers physician-office, hospital-specific, and MyUPMC request options, so pick the route that matches the treating facility and the requester
Pennsylvania's 2026 maximum copying charges, where applicable, are $2.00 per page for pages 1 to 20, $1.48 for pages 21 to 60, and $0.52 after that
The physician-office Verisma form excludes several Central Pennsylvania locations, but Central PA hospital records can still be requested through MyUPMC, fax, or mail
UPMC's posted authorization defaults to 90 days after signature unless another expiration is specified, up to a one-year maximum
Incomplete or invalid authorizations can delay processing, so catching errors before submission is one of the simplest ways to keep a request moving
Processing time varies by facility, request scope, authorization completeness, and payment requirements, so confirm the expected turnaround with the department handling the request
Codes Health advertises an average turnaround of a couple of weeks and pairs flat fee pricing with AI authorization checks and completeness review for law firms
Understanding UPMC's Medical Records Request Process
Navigating UPMC's Release of Information Policies
UPMC provides physician-office, hospital-specific, and MyUPMC request options. Select the route appropriate to the treating facility and the requester.
Physician Office Records go through UPMC's partnership with Verisma, an online request form covering primary care, specialists, UPMC Children's Community Pediatrics, UPMC Hillman Cancer Center, and UPMC Rehabilitation Institute locations. Check the UPMC medical records page for current access instructions.
Hospital Records are handled by each facility's medical records department. This covers inpatient admissions, emergency department visits, outpatient surgery, and diagnostic testing. Procedures and contact details vary by hospital, which adds complexity to multi-provider cases.
MyUPMC Requests let patients submit a formal copy request through the patient portal (steps below).
General Guidelines for Submitting a Request
Before you send anything to UPMC, confirm:
The exact facility name where treatment occurred
Whether the location is a physician office or a hospital
The correct submission route for that location
All required form elements, including signatures, dates, and any sensitive-record selections
The records you need, whether that's selected categories and date ranges or a complete record
For requests governed by HIPAA's right of access, providers generally must act within 30 calendar days. One additional extension of up to 30 days is permitted if the provider gives the required written explanation and expected completion date before the initial deadline. Don't assume this framework applies identically to every attorney authorization request, and keep in mind that state rules can add their own requirements.
Required Forms for Medical Record Release from UPMC
Downloading UPMC-Specific Release Forms
For routine authorization-based requests, use the current form and instructions for the relevant facility. UPMC posts an authorization release form alongside its request instructions. Clearly identify the records sought; a request may cover selected categories or a complete record.
Key Form Elements:
Patient full legal name, date of birth, and current address
Accurate patient identifiers, following the receiving department's identity-verification instructions
Authorized recipient, including the law firm's name, address, and contact information
Records requested, described by category, date range, or as a complete record
Purpose of disclosure, such as "legal representation"
An unambiguous expiration date or event
Patient signature and date
Sensitive-record selections, if applicable
Ensuring Your HIPAA Authorization is Complete
Incomplete or invalid authorizations can delay processing. Across medical record retrieval, authorization errors are a leading preventable cause of denied requests. Watch for these common problems:
Missing signatures: An unsigned form generally can't be processed. The posted form does offer a limited witnessed oral-authorization option for patients who are physically unable to sign.
Unclear expiration: The posted authorization defaults to 90 days after signature unless another expiration is specified, subject to its one-year maximum. Use an unambiguous expiration.
Identifier discrepancies: Provide accurate patient identifiers and ask the receiving department how to document name changes or discrepancies.
Unclear record descriptions: Spell out the categories, date ranges, and facilities you need, or state clearly that you're requesting the complete record.
Sensitive-record selections: The posted form requires checkboxes for records from licensed mental-health and drug/alcohol facilities. HIV information is included unless its "Do not release" box is checked.
If a deficiency comes up, resolve it with the receiving department and confirm the request's status.
Codes Health's AI review is designed to catch these errors before submission. The system automatically flags misspellings, missing dates of service, and signature issues that would otherwise lead to provider rejections, so fewer requests bounce back for resubmission.
Contact Details for UPMC Medical Records Department
Direct Contact Information for UPMC Facilities
UPMC East Hospital Records:
Email: ROIRequest@upmc.edu
Mailing Address: UPMC Release of Information Department, 600 Grant Street, Floor 21, Pittsburgh, PA 15219
Questions: 412-802-0100
Suggested Subject Line (not a UPMC requirement): "[Patient Last Name, First Name] Medical Records Request"
These details are listed on the UPMC East records page. Verify the appropriate destination before sending another facility's request.
UPMC Central PA Hospital Records:
Online: MyUPMC
Fax: 717-782-3671
Mailing Address: UPMC Central PA, Health Information Department, Release of Information, PO Box 8700, Harrisburg, PA 17105
Questions: 717-782-3293
UPMC In Home:
Mailing Address: 300 Northpointe Circle, Suite 201, Seven Fields, PA 16046
Phone: 724-720-9709
This contact applies to the service described on the UPMC In Home records page, which publishes its own request workflow.
Physician Office Records:
Online: Verisma request form, available through UPMC's medical records page
Contact the specific UPMC physician practice with questions about a request
Utilizing UPMC's Online Request Options
For physician-office records, the Verisma form lets you submit the request and upload the authorization online. Follow the instructions displayed in the form, and check with the practice if you're unsure the request went through.
Central Pennsylvania Note: The physician-office Verisma form excludes Central Pennsylvania locations, including Harrisburg, Carlisle, Hanover, Lititz, and York. For Central PA hospital records, UPMC also accepts requests through MyUPMC, by fax, or by mail using the contact details above. For excluded physician offices, contact the practice directly for its instructions.
How to Request Your Medical Records Online from UPMC
Step-by-Step Guide to MyUPMC Requests
Patients can request a formal copy of their records through MyUPMC, which makes it a handy option when your client is comfortable using the portal:
Log in to MyUPMC and open the main menu
Select Sharing Hub
Complete the request form
Look for processed documents in Document Center
Walking a client through these steps can get a formal request moving. Patients can also view items like visit summaries and lab results in the portal, which helps with early case assessment. You'll find portal details in the MyUPMC instructions.
Troubleshooting Online Access Issues
Follow the portal's displayed browser and upload instructions. If submission fails or receipt is uncertain, contact the receiving office for assistance. It also helps to save a screenshot of each submission.
Obtaining Old or Archived Medical Records from UPMC
UPMC's Policies for Records Retention
Retention rules depend on who holds the record:
Pennsylvania hospitals: Records generally must be retained for at least seven years after discharge. Minors' records must be retained through majority and then seven years, or as long as adult records are maintained, under the hospital retention rule.
Physician practices: Physician records governed by 49 Pa. Code § 16.95 generally require seven years after the last documented medical service, extended when necessary through one year after a minor reaches majority.
Archived records: Older files may take longer to pull from storage.
These are Pennsylvania requirements. Don't assume they govern UPMC facilities in other states.
Strategies for Locating Records from Merged Hospitals
Malpractice and catastrophic injury cases often need records from facilities that changed ownership or joined UPMC. Common challenges include:
Closed practices now managed by different UPMC departments
Records from pre-merger facility systems that weren't fully integrated
Clients who can't recall every treatment location
Insurance EOBs and pharmacy records that can point to missing providers
Codes Health uses provider-location tools and missing-record detection to help identify treatment sources and gaps that require follow-up.
HIPAA Authorization for Family Members and Third Parties for UPMC Records
Completing a HIPAA Form for a Loved One's Records
Start by determining who may authorize disclosure for the specific records.
For Deceased Patients: Confirm the requester's authority under applicable law and UPMC's documentation requirements. The posted regional authorization form identifies next of kin with a death certificate and an executor with letters of administration or testamentary. Don't assume a healthcare power of attorney establishes post-death records access.
For Minor Patients: A parent or guardian typically signs, but certain minor-consented services have different authorization rules. Check who controls access to the specific records before you send the request.
For Incapacitated Adults: Provide the applicable document establishing the representative's authority, such as guardianship papers or a power of attorney, depending on the situation.
Specific UPMC Requirements for Third-Party Requests
Provide the applicable authorization and any documentation UPMC requests to verify the signer's authority, plus contact information for verification. A retainer agreement or engagement letter doesn't replace a valid authorization.
Ensuring Completeness and Accuracy of Retrieved UPMC Records
Verifying All Requested Records Are Included
Cross-reference delivered records against the original request. Compare billing records to treatment notes, verify every requested date range, confirm requested imaging is included, and check for missing facilities in multi-provider cases.
UPMC directs requesters to the radiology department where testing occurred for imaging. Written radiology reports and the images themselves are different things, so be specific about which you need.
What to Do If Records Appear Incomplete
When records look incomplete:
Submit a targeted supplemental request listing the missing dates and services
Ask the facility's medical records department to confirm nothing was omitted
Use billing codes to find procedures without matching clinical notes
Codes Health checks delivered records against the original request before closing the retrieval process. When records appear incomplete, the team works with the facility to resolve identified gaps before returning the completed set to your firm.
Streamlining UPMC Medical Record Retrieval for Legal Cases
Expediting Records for Litigation Deadlines
Manual retrieval often involves several handoffs. At UPMC East, for example:
Your firm submits the authorization
UPMC East states that an invoice should arrive within 7 to 10 days after it receives the request
Your firm pays the invoice
Records are mailed the day after payment is received
Confirm the process for other facilities, since UPMC In Home publishes a different workflow. Processing time varies by facility, request scope, authorization completeness, and payment requirements, so confirm the expected turnaround with the department handling the request.
A client treated at several UPMC locations may need more than one request route. Confirm which facilities can be covered by one authorization and which require separate submissions. Track each request independently; billing and delivery arrangements may differ.
Common Challenges for Legal Professionals
Multi-Provider Coordination: UPMC facilities can have different procedures and contacts, which eats into staff time.
Payment Tracking: Where a facility bills by invoice, a missed invoice can hold up delivery.
Decentralized Contacts: Department hours and response times vary. Check the relevant facility's current contact information.
Pennsylvania Fee Structure for 2026
Pennsylvania's 2026 maximum copying charges, where applicable, are listed as "Not to Exceed" amounts:
Pages 1 to 20: $2.00 per page (20 pages = $40.00)
Pages 21 to 60: $1.48 per page (40 pages = $59.20)
Pages 61 and beyond: $0.52 per page
200-page example: $172.00 in page-copying charges at the stated maximum rates, before other lawful charges
Pages 1 to 20: $40.00
Pages 21 to 60: $59.20
Pages 61 to 200: $72.80
Other charges that may apply:
Microfilm copies: $2.95 per copy
Search and retrieval: $29.61, where allowed (excluded for an individual's own HIPAA access request)
Postage and shipping: actual cost
Radiology images: handled through the radiology department where testing occurred, with charges that may differ
The fee schedule is published by the Pennsylvania Department of Health.
Patient access versus third-party requests: For an individual requesting their own records under HIPAA, permitted fees are reasonable and cost-based. They may include copying labor, permitted supplies, requested postage, and an agreed explanation or summary. Search and retrieval charges are excluded, per HHS fee guidance. Don't assume the same federal fee limit applies when records are sent directly to a law firm or another third party.
Why PI Firms Use Codes Health for UPMC Retrieval
UPMC splits requests across physician-office forms, hospital-specific departments, regional exceptions, and the patient portal, so one client's treatment history can mean several routes to track at once. Codes Health pulls that work into a single retrieval workflow for your firm:
AI validation before submission that flags authorization errors, missing dates of service, and signature issues
Multi-channel follow-up through calls, faxes, emails, patient portals, and custodian integrations until records arrive
Completeness verification that checks delivered records against the original request
Flat fee pricing, with included services and the treatment of third-party provider or custodian charges confirmed in your agreement
A couple of weeks, Codes Health's advertised average turnaround, though timing for an individual UPMC request depends on the facility and request circumstances
Filevine integration, launched through a July 13, 2026 partnership, so firms can submit requests, track status, message the Codes Health team, and receive records and billing inside the case file (Filevine integration)
Custom integrations with CRM platforms and other medical software for high-volume firms
On same-day retrieval: Codes Health's position is that competitors advertising same-day retrieval often return only the records that are immediately available, not the complete set. That leaves clients pulled back in to help chase what's missing, which Codes Health says contributes to client churn. Codes Health instead focuses on delivering complete records in weeks, not months.
On general AI tools: General-purpose AI platforms like ChatGPT are not designed for litigation-grade medical record review. Codes Health combines medical record retrieval, completeness checks, and case-analysis features in a workflow built for plaintiff law firms, with AI-generated insights reviewed by human specialists and potential breaches of care flagged for attorney review.
Codes Health's MIT-educated engineering 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.
Bottom Line
Most UPMC record delays trace back to preventable problems: a request sent through the wrong route, an authorization with an unclear expiration or missing sensitive-record selection, a missed invoice, or a record set nobody checked for gaps. Each is easy to miss when your team is juggling multiple facilities.
Matching each facility to the right route, using the current form, confirming fees, and reviewing what comes back keeps your case timeline in your control. To hand that work off, schedule a demo and see how Codes Health handles UPMC retrieval.
Frequently Asked Questions
What is the average processing time for medical record requests from UPMC?
It varies by facility, request scope, authorization completeness, and payment requirements. UPMC East, for example, states that an invoice should arrive within 7 to 10 days after it receives the request and that records are mailed the day after payment. For requests under HIPAA's individual right of access, providers generally must act within 30 calendar days, with one possible 30-day extension.
Is there a fee for requesting my own medical records from UPMC?
It can be. For an individual requesting their own records under HIPAA, permitted fees are reasonable and cost-based and may include copying labor, permitted supplies, requested postage, and an agreed explanation or summary. Search and retrieval charges are excluded. Patients can also view many records electronically through MyUPMC.
Can I request medical records for a deceased family member from UPMC?
Yes, if you have the authority to do so. Confirm your authority under applicable law and UPMC's documentation requirements. The posted form identifies next of kin with a death certificate and an executor with letters of administration or testamentary. Don't assume a healthcare power of attorney establishes post-death records access.
What should I do if UPMC denies my request for medical records?
If the issue is an authorization deficiency, resolve it with the receiving department and resubmit. For a denial governed by HIPAA's individual-access rule, review the written denial and any applicable review rights. A suspected HIPAA violation may be raised with the provider or the HHS Office for Civil Rights.
How long does UPMC retain medical records?
It depends on the record holder. Pennsylvania hospitals generally must keep records at least seven years after discharge, with longer periods for minors, while physician records generally must be kept seven years after the last documented service. Request older records as early as possible in case development.
Can I request only specific parts of my medical record from UPMC?
Yes. Your authorization can cover selected categories, such as emergency department records, operative reports, radiology reports or images, and billing records, or a complete record. A narrower request can also reduce page-copying charges.
