Medical records are a crucial piece of your Social Security disability claim. They provide the evidence needed to support your claim and demonstrate your eligibility. However, accessing these documents isn’t always straightforward, especially when dealing with various healthcare providers and institutions.
Understanding the steps the Social Security Administration (SSA) takes to obtain and review your medical records is essential for a successful disability claim. This article outlines both your responsibilities and the SSA’s in gathering and evaluating your records, helping you navigate the process more smoothly.
Understanding the Importance of Medical Records for Disability Claims
Medical records are the foundation of any Social Security disability claim. These records provide objective proof of your disability, including your diagnosis, complaints, symptoms, and other objective measures, all of which are essential for the SSA to evaluate a disability claim under its rules.
At the initial application stage and the first appeal level, known as the Request for Reconsideration, the SSA makes a decision entirely based on a review of the documents in your file. This means your file, and especially your medical records, must demonstrate your disability. If your file does not contain thorough and up-to-date medical documentation of your condition, limitations, and treatment history, the SSA has no way to verify the severity of your impairments, and your claim is much more likely to be denied.
This is why it is critical to ensure your medical records are complete, including recent visits, relevant test results, physician notes, and any statements that describe your functional limitations. In many cases, getting consistent treatment and having your healthcare providers clearly document how your condition affects your ability to work can make the difference between approval and denial.
Responsibilities for Gathering Medical Evidence
The SSA rules explain that gathering evidence for a disability claim is a collaborative process between the SSA and the claimant at all stages of the case.
Claimant responsibilities at the initial and reconsideration stage
When you apply for Social Security disability benefits, you are not required to submit your medical records. While including any records you already have can be helpful, what’s most important is that you provide a complete and accurate list of all your medical providers. This means listing the names of your doctors, clinics, or hospitals, along with their contact information and the dates you received treatment.
If the SSA does not have accurate or complete provider information, it may be unable to obtain crucial medical evidence, which can result in your claim being denied on the basis of insufficient evidence for a disabling medical impairment. Since decisions at the initial and reconsideration stages are made solely on a review of your file, having a thorough list of your medical providers is essential.
The SSA-827 form, or Authorization to Disclose Information to the Social Security Administration (SSA), allows the SSA to obtain your medical records from third parties when you’re applying for Social Security disability benefits. By signing this form, you give permission for doctors, hospitals, clinics, schools, employers, or other institutions to release your records directly to the SSA. You must sign SSA-827 for your application to move forward. Without a signed form, the SSA cannot legally access your records, which may delay or prevent a decision on your case. The SSA-827 form expires after 12 months, so you may need to sign the form again if your claim is denied and you need to file an appeal.
While the claim is pending, you are also required to cooperate with any case development requests (for example, to complete requested forms and provide requested information) and cooperate with the request to attend a consultative examination.
SSA responsibilities at the initial and reconsideration stage
The SSA is responsible for developing the medical evidence. This is done by the Disability Determination Services (DDS), the state agency responsible for reviewing medical evidence and making the medical decision on Social Security disability claims at the initial and reconsideration stages.
The SSA will review the list of doctors and medical providers listed on your application or appeal, and request medical evidence needed to decide the claim. The medical requests will go directly to your medical providers, who will provide the record to the DDS.
Claimant and SSA responsibilities at the hearing stage
The request for hearing is a formal appeal filed after an initial or reconsideration denial of an SSDI (Social Security Disability Insurance) claim, triggering a hearing before an administrative law judge, where you can present evidence and testimony to support your case.
Once your disability claim reaches the hearing appeal stage, it’s important to submit all relevant medical records at least five business days before your hearing. This deadline helps ensure that the judge has enough time to review the evidence before the hearing. If you’re unable to obtain or submit your medical records by this deadline, especially if you don’t have an attorney or advocate to assist you, the judge and the hearing office will assist you in obtaining records.
Contacting Medical Offices and Facilities
If the SSA is unable to obtain your medical records, they will reach out to you or your representative to obtain assistance in gathering medical records. In some situations, you may have the best opportunity to obtain the records from your doctors directly.
Provide step-by-step advice on how to request records directly from doctors, hospitals, and clinics. Mention the importance of knowing the provider’s process and any required forms or ID.
Kaiser medical records
To obtain your medical records from Kaiser Permanente, the easiest method is through their online portal at kp.org or via the MyChart app. After logging in, navigate to the Medical Records or Medical Information Requests section, select the type and date range of the records you need, and submit your request. Records are typically available within five business days. Alternatively, you can request records by calling Kaiser at 1‑800‑777‑7902, where you’ll provide your personal details and specify what you need.
Another option is to download and complete the Authorization to Release Health Care Information form, then mail or fax it to your region’s Release of Information (ROI) office. Records requested this way usually take 5–14 business days to process. Online access is usually free, while mailed records may incur small fees.
It’s a good idea to download or request your records before your Kaiser membership ends, as online access may be restricted afterward. Always track your request and follow up if needed.
Stanford medical records
To obtain your medical records from Stanford Health Care, start by logging in to your MyHealth patient portal and using the My Medical Records > Request Records feature to submit an online request. This is the quickest and often free option.
You may also print and complete Stanford’s Authorization for Disclosure of Health Information form. In your request, you must include specific date ranges and record types, and either mail it to the Release of Information office at 430 Broadway, Redwood City, CA 94063 (Mail Code 5200), fax it to 650‑725‑9821, or drop it off in person during business hours. Records are typically released within 14 calendar days of your request.
Sutter medical records
To request your medical records from Sutter Health, begin by visiting their My Health Online portal, where you can sign in or enroll and use the Health Record > Download My Health Summary feature to access records electronically.
If you prefer not to use the portal, download and complete Sutter’s Medical Records Authorization form, and submit it together with a copy of your photo ID. The request can be submitted via the online request tool on your My Health Online portal, via mail at PO Box 619091, Roseville, CA 95661, or via fax at 916‑736‑5499.
UCSF medical records
The easiest way to request your medical records from UCSF Health is through the MyChart online portal, where you navigate to the Sharing Hub and select Request a copy under your personal record options. If records are not already available, you can submit a request online by uploading a government-issued photo ID and a signed authorization form.
Alternatively, you can complete the UCSF Authorization for Release of Health Information form and mail it to UCSF Health Information Management Services at 400 Parnassus Ave., Room A88, San Francisco, CA 94143-0308, or fax it to (415) 353-4839. Most requests are processed within 14–15 business days.
Medical records from other providers
For medical providers other than major health systems, the best approach is to directly contact your doctor or their office and ask how to obtain your medical records. Most providers have a dedicated medical records department or release of information office that handles these requests. They will usually require you to complete a medical authorization form granting permission to release your records.
Once you sign this form, you can submit it in person, by mail, fax, or sometimes online to officially request your records. This process helps ensure your privacy is protected while allowing you to access the necessary medical documentation for your SSDI claim or personal use.
Maintaining Consistent Medical Treatment
When applying for Social Security disability benefits, it’s critical to show a consistent, ongoing treatment history that supports your medical condition. Gaps in treatment or irregular medical care can significantly weaken your claim. They may lead the SSA to question whether your condition is as limiting as you say or whether it has improved. In some cases, a lack of consistent treatment can result in a denial, even if you truly are disabled. To strengthen your claim, keep all medical appointments, follow prescribed treatments, and maintain detailed records of your care.
While your claim is pending, the SSA continues to gather updated medical records to evaluate your current condition. This means that even after you submit your initial application and supporting documents, the SSA will keep reviewing your case as new information becomes available.
If you’ve had any new medical appointments, hospitalizations, tests, diagnoses, or changes in treatment, you should notify the SSA right away. This allows them to request updated records directly from your providers, which ensures they have the full picture of your current health status, helping support your case for disability benefits.
Seeking Assistance from Advocates or Attorneys
The Social Security disability process can be complex and overwhelming, so it’s highly recommended to work with a disability attorney or advocate. These professionals specialize in helping applicants gather and organize medical records, follow up with healthcare providers, and communicate effectively with the SSA. They know exactly what kind of medical evidence the SSA needs and how to present it in a way that supports your claim.
Having an experienced advocate on your side can make a big difference in avoiding delays, preventing gaps in your treatment history from hurting your case, and increasing your chances of approval. If possible, consider consulting with a disability attorney or advocate early in the process to ensure your claim is as strong and well documented as possible.
LaPorte Law Firm is committed to guiding clients through every stage of the Social Security disability process with experience, compassion, and dedication. Our team understands the challenges applicants face, and we will work closely with you to build a strong, evidence-based case. Contact us today to schedule a free consultation and take the first step toward securing the benefits you deserve.
FAQS
For a disability claim, it’s important to understand that all your medical treatment records are generally considered relevant, even if some of them don’t directly relate to the disability you’re claiming. This is because the Social Security Administration reviews your overall health history to get a full picture of your medical condition and how it affects your ability to work. Records from doctors, specialists, hospitals, clinics, therapists, and labs — including notes about symptoms, diagnoses, treatments, medications, and test results — help build a comprehensive case.
However, certain types of records, such as routine dental records or purely cosmetic procedures, are usually not relevant to most disability claims and don’t need to be submitted or considered. The key is to provide medical documentation that reflects your physical or mental health impairments and their impact on your daily functioning and ability to work. If you’re unsure about which records to include, a disability attorney or advocate can help you identify the most important medical evidence to support your claim.
Yes, the SSA will help gather your medical records as part of the disability claim process. However, you need to provide a complete and accurate list of all the medical providers, clinics, and hospitals where you’ve received treatment, including their contact information. This enables the SSA to request your records directly from those providers.
Sometimes, providers may delay or refuse to send records, so it’s important that you stay involved by assisting the SSA, such as following up with your doctors’ offices or providing updated contact details, to help ensure your records are obtained promptly. Your cooperation can make a big difference in speeding up the review of your claim.
The SSA typically requests medical records from the 12 months preceding your alleged onset date, which is the date you stopped work or became unable to work due to your disability. This 12-month period helps the SSA assess the progression and severity of your condition.
However, if you have a long history of treatment, the SSA may also review records from earlier periods to understand the full scope of your medical history. To learn more, review our article on how far back the SSA reviews records.
