List of Forms and Contact Details Required to Request Medical Records in Wisconsin (PI Lawyers' Checklist) - 2026

Wisconsin personal injury attorneys face a common bottleneck: medical records that should arrive within 15 days often take 30-90 days through traditional manual processes. This comprehensive checklist provides the exact authorization forms, healthcare system contacts, fee schedules, and step-by-step procedures Wisconsin PI lawyers need to retrieve complete medical records efficiently. For firms seeking to cut turnaround times dramatically, platforms like Codes Health reduce retrieval from months to 10-12 days while automatically organizing records for case preparation.

Key Takeaways

• Wisconsin law requires providers to respond under Wis. Stat. §146.83, though manual processes average 30-90 days
• Attorneys with written HIPAA authorization are exempt from retrieval and certification fees under the Moya v. Aurora Healthcare decision—saving $39.80 per request
• Wisconsin's 2025-26 fee schedule sets paper copies at $1.44 per page for the first 25 pages
• Electronic records carry no per-page fees under the Banuelos v. UW Hospitals ruling
• Special explicit checkboxes are required for mental health, substance abuse, and HIV/AIDS records under Wisconsin law
• Incomplete authorizations are the #1 cause of denied requests—Codes Health's AI review catches errors before submission

Understanding the Fundamentals of Medical Record Requests in Wisconsin for PI Cases

Wisconsin operates under dual legal frameworks: Wis. Stat. §§146.81-146.84 governs state-level medical record access, while federal HIPAA regulations (45 CFR Parts 160 & 164) provide the baseline privacy protections.

Patient Rights and Attorney Access

Under Wisconsin law, patients—or "persons authorized by the patient"—have the right to access medical records. For PI attorneys, this means:

• Written HIPAA authorization from your client qualifies you as an authorized representative
• Providers must respond per state statute requirements
• You're entitled to all records within the specified date range and record types

The Attorney Fee Exemption

The Wisconsin Supreme Court's Moya v. Aurora Healthcare decision established that attorneys with written HIPAA authorization are considered "persons authorized by the patient." This exempts PI attorneys from:

• $28.43 retrieval fee (charged to non-authorized requestors)
• $11.37 certification fee (charged to non-authorized requestors)
• Annual savings for a firm with 200 requests: $7,960

Common Pitfalls in Wisconsin Record Requests

Rejection triggers that restart your timeline:

• Missing patient signatures or unclear expiration dates
• Unchecked boxes for sensitive record types (mental health, substance abuse, HIV)
• Insufficient patient identifiers for common names
• Outdated or non-HIPAA compliant authorization forms

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.

Essential Forms for Medical Record Requests in Wisconsin (HIPAA Compliant)

Every Wisconsin medical records request requires a properly executed authorization form containing specific elements mandated by both state and federal law.

Key Sections of a Valid HIPAA Authorization

Required elements per Wis. Stat. §146.82 and HIPAA:

1. Patient's full legal name and date of birth
2. Patient's current address
3. Name of provider releasing information (FROM)
4. Name of person/entity receiving information (TO)
5. Specific description of information requested:
   
   • Date range (from/to dates)
   • Types of records (office visits, labs, imaging, operative notes)
6. Purpose of disclosure (e.g., "Legal representation - personal injury case")
7. Format for delivery (paper, CD, electronic, fax)
8. Expiration date (if blank, typically expires in 1 year)
9. Patient signature and date
10. If signed by representative: relationship to patient and authority

Wisconsin-Specific Special Permissions

Wisconsin law requires explicit checkboxes to authorize release of sensitive records. If these boxes are not checked, providers cannot release those portions:

• Mental health records (Wis. Stat. §51.30)
• Alcohol and/or drug abuse treatment (42 CFR Part 2)
• HIV/AIDS test results (Wis. Stat. §252.15)
• Developmental disabilities records
• Genetic testing results

Provider-Specific Authorization Forms

• Aurora Health Care: "Patient Request for Health Information" available at aurorahealthcare.org
• Froedtert Hospital & MCW: "Patient Request for Medical Records" downloadable from froedtert.com—single form works for all Froedtert & MCW facilities
• SSM Health Wisconsin: "Authorization to Release Protected Health Information" available at ssmhealth.com—covers all SSM Health facilities in Wisconsin
• Bellin Health: "Health Information Disclosure Authorization" downloadable from bellin.org

Contact Details for Major Wisconsin Healthcare Systems

Milwaukee/Southeast Wisconsin

Aurora Health Care - Release of Information

Mailing: 8901 W. Lincoln Ave., West Allis, WI 53227
Phone: (414) 979-4590 Fax: (414) 385-8032
Email: AuroraReleaseofInfo@aah.org

Froedtert Hospital - Health Information Management

Address: 9200 W. Wisconsin Ave., Milwaukee, WI 53226
Phone: (414) 805-2909 Fax: (414) 259-1244
Email: HealthInformation@froedtert.com

Affiliated facility contacts:

• Froedtert Menomonee Falls Hospital: (262) 257-3415, Fax: (262) 253-7186
• Froedtert West Bend Hospital: (262) 836-5057, Fax: (262) 836-8490
• Holy Family Memorial (Manitowoc): (920) 320-2278, Fax: (920) 320-5118, Email: HFMROIRequests@froedtert.com

Madison/South Central Wisconsin

SSM Health - Madison Region

Mailing: PO Box 259840, Madison, WI 53725-9840
Phone: (608) 294-6244 or (608) 270-6806 Fax: (608) 294-6294 (Dean Medical Group) / (608) 270-6815 (Hospitals)
Email: ssmhealthintake@mrocorp.com (via MRO Corp vendor)
Centralized Vendor: (833) 588-5382

Facilities covered: SSM Health St. Mary's Hospital - Madison, SSM Health Dean Medical Group, SSM Health St. Mary's Hospital - Janesville, SSM Health St. Clare Hospital - Baraboo, SSM Health Monroe Hospital

UW Health - University of Wisconsin Hospitals

Mailing: UW Health Release of Information, 8501 Excelsior Drive, Madison, WI 53717
Phone: (608) 263-6030 (Option 5 for Release of Information) Fax: (608) 203-4580

Green Bay/Fox Valley

Bellin Health - Release of Information

Mailing: PO Box 23400, Green Bay, WI 54305 Street Address: 744 South Webster Avenue, Green Bay, WI 54301
Phone: (920) 433-3557 Fax: (920) 433-7909

South/Southwest Wisconsin

Fort HealthCare - Health Information Management

Address: 611 Sherman Avenue East, Fort Atkinson, WI 53538
Phone: (920) 568-5188 Fax: (920) 568-5195
Email: healthinformation@forthc.com

Wisconsin Medical Records Fee Schedule (2025-26)

Under Wis. Stat. §146.83(3f), effective July 1, 2025 - June 30, 2026, with 2.90% CPI adjustment:

For Attorneys (Exempt from Retrieval/Certification Fees)

• Paper copies (first 25 pages): $1.44 per page
• Paper copies (pages 26-50): $1.07 per page
• Paper copies (pages 51-100): $0.70 per page
• Paper copies (pages 101+): $0.41 per page
• Microfiche/Microfilm: $2.11 per page
• X-ray Print: $14.18 per image
• Retrieval Fee: $0 (EXEMPT for attorneys)
• Certification Fee: $0 (EXEMPT for attorneys)
• Shipping/Taxes: Actual costs

Electronic Records: The Cost-Saving Strategy

Under Banuelos v. UW Hospitals, Wisconsin statute does not permit per-page fees for electronic records. Providers may only charge reasonable labor costs under federal HIPAA (typically $6.50 or less).

Example cost comparison (150-page record):

• Paper format: $36 + $26.75 + $35 = $97.75
• Electronic format: $6.50 or less

Always request electronic delivery (PDF via secure email or portal) to minimize costs.

SSI/SSDI Exception

Under Wis. Stat. §146.83(1f)(am), records requested for Social Security disability appeals are capped at $0.10 per page—and FREE if total copying cost is $25 or less.

Streamlining Your Wisconsin Medical Record Retrieval Process

Building an Efficient Request Workflow

Week 1: Case Intake

• Execute HIPAA authorization within 48 hours of case acceptance
• Have client create comprehensive provider list
• Obtain multiple signed authorizations (prepare 10+ copies)
• Verify all demographic information and treatment dates

Week 2-3: Submission and Tracking

• Submit all requests using highest-efficiency method per provider
• Document submission date, method, and confirmation
• Set calendar reminders for 7-day and 14-day follow-ups

Week 4: Quality Control

• Review received records for completeness
• Submit supplemental requests for missing records
• Begin chronological organization

Platforms like Codes Health handle the entire retrieval workflow at a flat fee—submit all requests through one interface, receive organized chronological records in 10-12 days, and let AI identify missing records and case-critical insights automatically.

Ensuring Completeness and Accuracy for Litigation

Missing Record Review Checklist

Before trial, verify you have:

• All requested date ranges without gaps
• All record types (treatment notes AND billing AND imaging AND labs)
• Imaging CDs physically enclosed (not just radiology reports)
• Records legible and complete (no cutoff pages)
• Certified copies if needed for trial admissibility

The Importance of Medical Chronologies

A comprehensive medical chronology serves as the foundation for:

• Causation analysis: Linking injuries to incident date
• Damages quantification: Calculating past and future medical expenses
• Expert preparation: Providing organized records for review
• Settlement leverage: Demonstrating thorough case preparation

Codes Health automatically generates chronological timelines across all providers, visualizes missing records within the treatment history, and extracts buried diagnoses and breach-of-care indicators that might be overlooked in manual review.

The AI-Powered Alternative

Traditional manual processes average 30-90 days and require significant staff time for follow-ups, organization, and quality control. Some competitors advertise same-day retrieval, but they typically deliver incomplete records and require ongoing client involvement to fill gaps—leading to frustration and client churn. General AI platforms like ChatGPT cannot accurately analyze medical records with the precision required for legal cases.

Codes Health offers a purpose-built solution for PI law firms:

• 10-12 day average turnaround with complete records versus 30-90 day manual processes
• AI-powered request review catches authorization errors before submission
• Daily automated follow-ups with all providers
• Real-time status tracking for complete visibility
• Automatic chronological organization across all providers
• Missing record identification showing gaps in treatment documentation
• HIPAA-compliant e-signature system for intake documents

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.

For high-volume practices, Codes Health can build custom integrations with CRM platforms and case management software.

Frequently Asked Questions

How long does it typically take to get medical records in Wisconsin for a personal injury case?

Wisconsin law requires providers to respond under Wis. Stat. §146.83. In practice, Bellin Health delivers in 3-5 days, while SSM Health uses third-party vendors. Manual processes across multiple providers often extend to 30-90 days total.

Can a personal injury lawyer request medical records without patient authorization in Wisconsin?

No. Wisconsin requires written authorization from the patient or a "person authorized by the patient" under Wis. Stat. §146.82. Attorneys with proper HIPAA authorization qualify as authorized representatives and benefit from fee exemptions under the Moya v. Aurora Healthcare decision.

Are there fees for requesting medical records in Wisconsin?

Yes. Wisconsin's 2025-26 fee schedule allows providers to charge $1.44 per page for the first 25 pages of paper records. However, attorneys are exempt from the $28.43 retrieval fee and $11.37 certification fee. Electronic records carry no per-page fees under the Banuelos ruling—always request electronic delivery to minimize costs.

What should I do if a Wisconsin healthcare provider denies my medical record request?

Review the denial for the specific reason cited, then address it immediately. Common fixes include obtaining fresh signatures for expired authorizations, providing death certificates for deceased patients, or checking the appropriate boxes for sensitive records (mental health, substance abuse, HIV). Submit corrected requests via the fastest method available. If providers remain non-compliant, reference Wisconsin statute requirements in a formal demand letter and escalate to the facility's compliance officer.

How can I ensure all relevant medical records are obtained from multiple providers?

Start with a comprehensive provider list during client intake, including primary care, specialists, emergency rooms, imaging centers, and pharmacies. Submit requests to all providers simultaneously rather than sequentially. After receiving records, conduct a completeness review—compare treatment notes to billing records to identify gaps. Codes Health automates this process through Missing Record Review, cross-referencing patient history to identify and flag incomplete documentation before trial.