Colorado personal injury attorneys face significant challenges retrieving medical records from the state's major hospital systems. UCHealth facilities, CommonSpirit hospitals, and Intermountain Health locations each have different authorization requirements, portals, and processing timelines—creating a complex web of follow-ups that drain your staff's time.
Codes Health eliminates this burden with AI-powered medical record retrieval that delivers complete records in 10-12 days. Our system automatically checks authorizations for errors before submission, follows up daily with providers, and organizes everything into case-ready chronologies—so you can focus on winning cases instead of chasing paperwork.
The Impact on Case Timelines
Delayed medical records can stall your entire case strategy and frustrate clients waiting for resolution.
- Average retrieval delays: Colorado hospitals routinely take 45-90 days to fulfill requests, pushing back demand package preparation
- Statute of limitations pressure: Colorado's 2-year personal injury statute means every week of delay reduces your working timeline
- Client frustration: Clients lose confidence when cases stall due to missing documentation they assumed was already obtained
Building Stronger Demand Packages
Complete medical documentation is the foundation of maximum settlement value.
- Complete treatment history: Missing records create gaps that insurance adjusters exploit to minimize injury severity
- Maximizing settlement value: Comprehensive records documenting every treatment, referral, and diagnosis justify higher demands
- Eliminating evidence gaps: Incomplete records allow defense attorneys to question the extent of injuries or suggest pre-existing conditions
Competitive Advantage for California Attorneys
Firms that retrieve records faster evaluate cases sooner and close them quicker.
- Faster case evaluation: Complete records in 10-12 days means you can assess case value and make strategic decisions weeks earlier
- Higher case volume: Efficient retrieval processes free staff to handle more cases without adding headcount
- Client satisfaction: Clients notice when their case moves forward quickly, leading to better reviews and more referrals
Impact
Step-by-Step Process
- Obtain HIPAA Authorization - Secure a signed authorization that complies with both federal HIPAA requirements and Colorado Medical Records Act (C.R.S. § 25-1-801)
- Identify All Treatment Providers - Create a comprehensive list of hospitals, specialists, imaging centers, physical therapists, and pharmacies involved in your client's care
- Submit Written Requests - Send requests via each provider's preferred method (fax, mail, portal, or email) with required authorization and identification
- Follow Up Regularly - Contact facilities weekly to check status and address any issues preventing fulfillment
- Review for Completeness - Verify all requested date ranges and record types were included in the response
- Organize Chronologically - Arrange records by date of service to create a coherent treatment timeline for case evaluation
What Your Authorization Must Include
- Patient name and date of birth clearly printed
- Description of records requested including specific date ranges and record types
- Authorized recipient with your firm's name and contact information
- Purpose of disclosure such as legal proceedings or insurance claims
- Expiration date that extends beyond expected retrieval timeline
- Patient signature with date of signing
- Special authorizations for sensitive records (HIV, mental health, substance abuse) requiring separate initials under Colorado law
How Codes Health Automates This
Codes Health handles the entire retrieval process from submission to delivery.
- Submits AI-optimized requests formatted to each provider's specific requirements
- Daily automated follow-ups ensure requests don't sit in queues forgotten
- Missing record detection identifies gaps in treatment timelines that need additional requests
- Organized delivery with case chronologies so records arrive ready for attorney review
- AI error-checking catches authorization issues before submission to prevent rejections and restart delays
How Long Does It Take to Get Medical Records in Colorado?
Standard Timelines
- HIPAA Requirement: 30 calendar days with an additional 30-day extension permitted with written notice
- Colorado Law: Follows federal HIPAA guidelines under the Colorado Medical Records Act (C.R.S. § 25-1-801)
- Typical Reality: 45-90 days from major hospital systems like UCHealth and CommonSpirit
- UCHealth Stated Timeline: 10 business days for standard requests
- Intermountain Health: Up to 30 days for standard processing
Common Causes of Delays
- High-volume facilities with request backlogs at Health Information Management departments
- Incomplete or rejected authorizations missing signatures, dates, or sensitive record consent
- Requests spanning multiple departments requiring coordination between HIM, radiology, and specialty clinics
- Staffing shortages at hospital HIM departments leading to extended processing queues
- Multi-system records when patients received care at facilities later acquired by larger health systems
How Codes Health Reduces Wait Times
Codes Health delivers complete medical records in 10-12 days—not months.
- AI error-checking catches authorization problems before submission to prevent rejections that restart your 30-day clock
- Daily automated follow-ups keep your request at the top of provider queues
- Real-time status tracking so you always know exactly where each request stands
- Proactive missing record detection identifies additional providers and record gaps during the retrieval process
- Direct provider relationships built through high-volume processing across Colorado facilities
How Much Does Medical Record Retrieval Cost in Colorado?
Typical Fee Structure
- Per-page copying: Colorado providers may charge up to $18.53 for the first 10 pages, $0.85/page for pages 11–40, and $0.57/page for pages 41+
- Certification fees: Up to $10 when certification is requested (Colorado statutory cap)
- Diagnostic imaging: Separate fees for CD copies of X-rays, MRIs, and CT scans
Factors Affecting Total Cost
- Number of treatment providers involved in your client's care
- Volume of records per provider based on treatment duration and complexity
- Paper vs. electronic format with some facilities charging more for physical copies
- Urgency of request if expedited processing is required
- Record type as radiology images and specialized testing often incur additional fees
Codes Health Pricing
Codes Health offers transparent, flat-fee pricing with no hidden costs or surprise charges.
- No hidden fees for follow-ups regardless of how many contacts are required
- No extra charges for re-requests when providers send incomplete records
- All-inclusive retrieval covering authorization submission, follow-ups, and organization
- AI-powered chronologies included at no additional cost to accelerate case review
- Predictable budgeting so you know exactly what each case will cost upfront
How to Retrieve Medical Records from University of Colorado Hospital (UCHealth) — Aurora
Request Requirements
- Authorization form: Complete UCHealth's Authorization to Disclose Health Information form (available in English and Spanish)
- Submission methods: Online portal (My Health Connection), email to [email protected], fax to 720.848.7618, or mail to Health Information Management
- Required identification: Include a copy of valid photo ID (driver's license or passport)
- Third-party requests: Attorneys must provide signed patient authorization plus legal documentation establishing right to receive records
What to Expect
- Processing time: 10 business days standard; HIPAA allows up to 30 calendar days
- Fees: Patient access may be free or reduced-cost via My Health Connection and UCHealth’s patient access provisions
- Portal access: My Health Connection provides limited electronic records at no cost; formal copies require authorization submission
Codes Health Advantage
Codes Health has extensive experience retrieving records from UCHealth Aurora, the state's largest academic medical center.
- Pre-formatted authorizations meet UCHealth's specific requirements to prevent rejections
- Daily follow-ups with UCHealth HIM ensure requests don't stall in their high-volume queue
- Complete record verification confirms all departments (ED, surgery, specialists) are included in the response
How to Retrieve Medical Records from Saint Joseph Hospital — Denver
Request Requirements
- Authorization form: Complete Intermountain Health's Authorization for Disclosure of Protected Health Information
- Submission methods: Email to Peaks_cROI@imail.org, fax to 303-467-8966, or mail to Intermountain Health Release of Information, 500 Eldorado Blvd., Suite 4300, Broomfield, CO 80021
- Phone inquiries: Contact Centralized Release of Information at 303-467-4046 or toll-free at 855-821-0591
- Portal option: MyChart provides limited access to visit summaries, lab results, and discharge notes
What to Expect
- Processing time: Up to 30 days per Intermountain Health policy; requests typically completed within 7-10 business days
- Fees: Charges apply for medical record copies and CD/DVD radiology images as allowed by Colorado law
- Legacy records: Saint Joseph Hospital older records may be subject to destruction; contact directly to verify availability
Codes Health Advantage
Codes Health navigates Intermountain Health's centralized release process efficiently for faster results.
- Correct submission routing to the Broomfield centralized ROI office serving Denver-area facilities
- Authorization formatting that meets Intermountain's specific requirements for third-party disclosures
- Status tracking through the centralized system to identify and resolve any holds or issues
How to Retrieve Medical Records from CommonSpirit – Penrose Hospital
Request Requirements
- Authorization form: Complete CommonSpirit's Patient Request to Access Medical Records Form
- Submission methods: Visit the My CommonSpirit patient portal, email, fax, or mail to Penrose Hospital Medical Records Department
- Hospital contact: Penrose Hospital, 2215 E. Wahsatch Ave., Colorado Springs, CO 80903; main line 719-776-5000
- Identity verification: Valid government-issued photo ID required for request processing
- Special records: Psychiatric records may require physician approval; minor records (ages 13-17) have legal restrictions
What to Expect
- Processing time: 7-10 business days for standard requests; HIPAA allows up to 30 days
- Fees: Copying fees plus postage apply; viewing only may be free
- Portal access: My CommonSpirit provides 24/7 access to some records; complete copies require formal request
Codes Health Advantage
Codes Health streamlines retrieval from CommonSpirit's Mountain Region facilities including Penrose Hospital.
- Correct form submission to the appropriate CommonSpirit department for Colorado Springs facilities
- Follow-up protocols designed for CommonSpirit's multi-state organizational structure
- Complete record verification to ensure all departments and service dates are included
How to Retrieve Medical Records from UCHealth Poudre Valley Hospital
Request Requirements
- Authorization form: Complete UCHealth's Authorization to Disclose Protected Health Information (Poudre Valley-specific form available)
- Submission methods: My Health Connection portal, email to [email protected], fax to 970.624.1392, or mail to UCHealth Medical Center of the Rockies, Attention: Medical Records, 2500 Rocky Mountain Avenue, Loveland, CO 80538
- Phone inquiries: Contact Northern Colorado HIM at 970.624.1350
- Required details: Include patient name, DOB, MRN/CSN/FIN# if known, specific date range, and record types needed
What to Expect
- Processing time: 10 business days standard for UCHealth Northern Colorado facilities
- Fees: Colorado-standard fees up to $18.53 for first 10 pages with tiered rates thereafter
- Urgent requests: Can be expedited by calling the HIM department directly
Codes Health Advantage
Codes Health handles UCHealth Poudre Valley requests through the Northern Colorado HIM office for efficient processing.
- Correct routing to the Loveland-based Medical Center of the Rockies HIM that processes Poudre Valley records
- Pre-verified authorization format meeting UCHealth's specific Northern Colorado requirements
- Daily follow-ups via email and phone to maintain momentum on your request
How to Retrieve Medical Records from UCHealth – Medical Center of the Rockies
Request Requirements
- Authorization form: Complete UCHealth's Authorization to Disclose Health Information (English or Spanish versions available)
- Submission methods: My Health Connection portal, online request form, email to [email protected], fax to 970.624.1392, or mail to UCHealth Medical Center of the Rockies, Attention: Medical Records, 2500 Rocky Mountain Avenue, Loveland, CO 80538
- Phone inquiries: Contact 970.624.1350 for questions about requests
- Third-party documentation: Attorneys need signed authorization plus proof of legal authority to receive records
What to Expect
- Processing time: 10 business days for standard requests; 7-10 days typical turnaround
- Fees: Standard Colorado fees apply; identity verification may be required
- Electronic delivery: Available through My Health Connection for patient-initiated requests
Codes Health Advantage
Codes Health has established retrieval workflows for UCHealth Medical Center of the Rockies ensuring fast, complete records.
- Optimized submission format based on high-volume experience with UCHealth Northern Colorado facilities
- Automated daily follow-ups with the HIM department
- Complete record assembly including ED, inpatient, imaging, and specialist records in one organized package
FAQ's
Frequently Asked Questions
How do I get medical records for a personal injury case in Colorado?
To obtain medical records for a Colorado personal injury case, you need a signed patient authorization and must submit requests to each treatment provider.
- Step 1: Obtain a HIPAA-compliant authorization signed by your client that includes consent for sensitive records (mental health, HIV, substance abuse)
- Step 2: Identify all providers involved in treatment including hospitals, specialists, imaging centers, and physical therapists
- Step 3: Submit requests via each provider's preferred method (portal, fax, mail, or email) with authorization and photo ID
- Step 4: Follow up regularly and review received records for completeness before demand preparation
How long do hospitals in Colorado have to release medical records?
Under HIPAA, Colorado hospitals must respond to medical record requests within 30 calendar days, with a possible 30-day extension if written notice is provided. However, the typical reality is 45-90 days from major systems—though some facilities aim for 10 business days for standard requests.
Can a lawyer request medical records on behalf of a client in Colorado?
Yes, attorneys can request medical records on behalf of clients in Colorado with proper authorization. Your authorization must include:
- Patient signature with date and clear designation of your firm as authorized recipient
- Specific record descriptions including date ranges and types of records needed
- Purpose of disclosure (legal proceedings, insurance claims, etc.)
- Expiration date extending beyond expected retrieval timeline
- Separate consent for sensitive records including mental health, HIV/AIDS, and substance abuse treatment under Colorado law
What is the cost of medical record retrieval in Colorado?
Medical record retrieval costs in Colorado vary by provider but typically include several fee components.
- Copying fees: Up to $18.53 for the first 10 pages, $0.85/page for pages 11–40, and $0.57/page for pages 41+
- Certification fees: Up to $10 when certification is requested (Colorado statutory cap)
- Imaging fees: Separate charges for CD copies of X-rays, MRIs, and CT scans
What if a hospital in Colorado refuses to release medical records?
If a Colorado hospital refuses to release records, follow these steps:
- Verify authorization completeness: Check for missing signatures, expired dates, or missing consent for sensitive records—incomplete authorizations are the #1 cause of denials
- Contact HIM directly: Call the Health Information Management department to identify the specific reason for refusal and what corrections are needed
- File a complaint: Submit complaints to the Colorado Department of Regulatory Agencies or the U.S. Department of Health and Human Services Office for Civil Rights
- Issue a subpoena: In active litigation, obtain a subpoena duces tecum to compel production of records
How does Codes Health speed up medical record retrieval in Colorado?
Codes Health accelerates Colorado medical record retrieval through AI-powered automation and proactive follow-up.
- AI error-checking reviews authorizations before submission to catch issues that cause rejections and restart your 30-day clock
- Daily automated follow-ups with every provider keep requests moving through HIM queues
- Real-time status tracking provides instant visibility into every pending request
- Missing record detection identifies gaps in treatment timelines requiring additional requests
- Organized delivery with AI-generated case chronologies so records arrive ready for attorney review
What types of medical records can I retrieve for a Colorado personal injury case?
You can retrieve comprehensive medical documentation for Colorado personal injury cases including:
- Emergency room records including triage notes, physician evaluations, and discharge instructions
- Inpatient hospitalization records with admission notes, progress notes, and discharge summaries
- Surgical records including operative reports, anesthesia records, and pathology results
- Diagnostic imaging including X-rays, CT scans, MRIs, and radiology reports
- Laboratory results from blood work, urinalysis, and other diagnostic testing
- Physical therapy records documenting treatment progress and functional limitations
- Specialist consultation notes from orthopedists, neurologists, pain management, and other specialists
- Prescription records showing medications prescribed for injury treatment
- Billing records documenting the cost of medical treatment
- Ambulance/EMS records from emergency transport services
Do I need a HIPAA authorization to get medical records in Colorado?
Yes, a valid HIPAA authorization signed by the patient is required to obtain medical records in Colorado. Your authorization must include these elements:
- Patient identifying information including full name, date of birth, and address
- Description of records being requested with specific date ranges
- Authorized recipient identifying your law firm as the party receiving records
- Expiration date that extends beyond the expected retrieval period
- Patient signature with date of signing
- Note: Colorado law requires separate consent initials for sensitive records including mental health, HIV/AIDS, and substance abuse treatment
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