Kaiser Permanente Fax Number: Medical Records by Region

By Michael Chen · Published November 19, 2024 · 9 min read

There is no single Kaiser fax number. Kaiser Permanente runs eight regions, and each handles medical records requests on its own. Washington, Colorado, Georgia, Hawaii and the Mid-Atlantic States publish a records fax. Northern California, Southern California and the Northwest take requests online, by email, by phone or by mail instead.

Every number below is copied from a Kaiser request form or regional page, with the date of the version we read. Once you have the right one, fax the signed form from your phone with mFax: scan it with the camera, sign it on screen and send it free for 7 days. You get a PDF receipt showing Kaiser's machine confirmed every page.

Kaiser Fax Number for Medical Records, by Region

Use the fax for the region where you were treated, not where you live now. If a line is busy or a fax bounces, the number in the last column reaches the same department.

Washington

Fax 877-848-6896 for western Washington or 855-414-1751 for eastern Washington. Both numbers are on Kaiser's current authorization for use or disclosure of patient health information (revision DL1056470-01-24). The form says it plainly: "Fax submission is preferred." Radiology images (X-rays, MRIs, CTs, mammograms) go to the Central Imaging Center instead: fax 855-524-2256, phone 206-326-3715.

Kaiser's Washington records page (April 2026) adds three details. Subpoenas and court orders can be faxed to 877-848-6896 too. Kaiser accepts non-Kaiser authorization forms if they comply with federal and state law. Records are ready within 15 business days; if Kaiser needs longer, it tells you, and the record is ready within 21 days of your request. If you were treated in Vancouver or Longview, you are a Northwest patient (below).

Colorado

Fax 303-404-4750. It is printed next to the Release of Information phone, 303-404-4700, on Kaiser's Colorado Request for Access to Protected Health Information. That is the written request form for patients and for parents asking for a minor's records. Many members can skip the form: the online order on the Colorado records page takes a date range and a recipient, and Kaiser asks you to allow 10–15 business days.

The page (June 2026) also gives the fax as a route for someone else's records, such as a child's. Fill in the authorization to disclose health information, then email it to KPCOReleaseofInfo@kp.org, fax it, or mail it to Northfield Support Services, Attn: Release of Information, 11000 E. 45th Avenue, Denver, CO 80239-3004.

Georgia

Fax (770) 220-3705. The July 2025 version of Kaiser's Georgia records page sends records requests, disability paperwork and FMLA forms to release-of-information@kp.org, to that fax, or by mail to Medical Records Administration, 3200 Breckinridge Blvd, Duluth, GA 30096. It allows up to 10 business days, and status questions go to (770) 220-3870.

Call before you fax, for two reasons. One block on that same page prints 770-322-3705 instead, while every other instruction says 220. And Georgia's privacy notice, effective June 17, 2026, gives a different address for written requests: Release of Information, 4000 DeKalb Technology Parkway, Suite 200, Atlanta, GA 30340.

Hawaii

Fax (866) 609-7402 to have your records sent to you or to someone else. It is on Kaiser Hawaii's current Release of Records to Patient/Third Party form. The same form gives hi-roi@kp.org and a mailing address: Kaiser Permanente, Attn: ROI, 501 Alakawa Street, 2nd Floor, Honolulu, HI 96817.

Pharmacy records, insurance paperwork (life, long-term care, supplemental) and government-assistance verification use a different form, the authorization for release of protected health information. For those, the August 2025 version of the Hawaii records page lists two other fax lines: (808) 432-5070 and (808) 432-4908. If you can't tell which applies, (808) 432-5092 will tell you. Online orders take 10–15 business days.

Mid-Atlantic States (Maryland, Virginia, DC)

Fax the Health Information Management Services (HIMS) office of the medical center that treated you. Kaiser's Mid-Atlantic records page (June 2026) lists one fax per center. The phone line for all of them is 1-800-777-7904, option 2, and online requests through MyChart take about 5 business days.

Which Kaiser Regions Don't Take Records Requests by Fax?

Northern California, Southern California and the Northwest. None of their records pages lists a fax for members' requests. They route you online, to email, to the phone or to the mail, so a "Kaiser California records fax" on a directory site is not a number Kaiser gives for this.

California goes further. Its authorization form (NS-9934) says it is not for patients' own copies: "Patients should go to kp.org/requestrecords." The form is for a third party, such as a lawyer or an insurer. You sign it and hand it to them, and Kaiser sends the records to that recipient electronically; the form asks for the recipient's email address.

Northern California

The Release of Medical Information (ROMI) department takes requests online, 24 hours a day. You can also call 1-925-210-8834, Monday to Friday, 9:00 a.m. to 12:30 p.m. and 1:30 to 5:00 p.m., or write to 25 N. Via Monte, Walnut Creek, CA 94598. That is from the ROMI contact page, read on October 26, 2026.

Southern California

Request your records online and Kaiser sends a detailed copy by secure email "within 5 days or less". Contact the Release of Information office for your area if the records haven't arrived after 5 business days, or if you are requesting them for someone you care for. This list is from the Southern California records page (June 2026):

Northwest (Oregon and Southwest Washington)

Email nw.roi@kp.org, call 503-571-5051 (8 a.m. to 4:30 p.m., Monday to Friday; toll-free 800-813-2000), or mail 500 NE Multnomah Street, Suite 100, Portland, OR 97232-2099. Put the patient's name, date of birth and health record number on everything you send.

Electronic records are free, and printed copies are free up to 25 pages. X-rays and scans come from the Imaging department at 503-571-8451. All of this is from the July 2025 version of the Northwest records page.

How Do You Fax a Kaiser Records Request From Your Phone?

Get your region's form, fill it in, sign it, then fax it with a cover sheet to the number above. In most regions the Kaiser authorization form is titled Authorization for Use or Disclosure of Protected (or Patient) Health Information. kp.org/requestrecords takes you to your region's records page, which links its form. In California and the Northwest, use the online, email, phone or mail routes above instead. With mFax the whole job happens on your phone:

For other providers' records offices, see our general guide to faxing medical records.

Can Kaiser Fax Your Records Back to You?

Yes. In Washington and Hawaii it's a box on the form, and in other regions you can ask. Washington's form lists fax as a delivery method next to secure email and your kp.org account. Hawaii's has a "Fax to:" line, where you initial that you accept the risk of a fax being intercepted. Most other regions' current forms offer only electronic delivery, mail or pickup. However, Kaiser's privacy notices for Georgia and Colorado (effective June 17, 2026) say you may ask for your information "by different means (for example, fax instead of regular mail)."

Federal rules back you up. Under the HIPAA right of access (45 CFR 164.524), Kaiser must give you your records in the form and format you ask for, if it can readily produce them. It must do so within 30 calendar days, with at most one 30-day extension. The details are in the HHS guidance on individuals' right of access.

To receive the records you need a fax number of your own. Every mFax plan includes one, and you can pick it during the 7-day free trial. Choose a US or Canadian number in Settings › Fax number and write it in the recipient fax field on Kaiser's form. Incoming pages arrive in the app as a PDF, with a push notification on your phone. More on receiving faxes online.

What Is the Kaiser Fax Number for Appeals?

It depends on your plan and region, and the right one is printed on your denial notice. Kaiser publishes two sets you can check against it.

Medicare Part D Prescription Drug Appeals (2026 Forms)

Kaiser's 2026 Request for Redetermination of Medicare Prescription Drug Denial forms give one fax per region. Appeal within 65 days of the denial notice (Colorado's form says 60 days), or file online at kp.org/seniorrx.

The Mid-Atlantic form prints the same Atlanta office and fax as Georgia's. You can ask for an expedited (72-hour) decision when waiting the standard 7 days could seriously harm your health, and if your prescriber says so, Kaiser grants it automatically.

Southern California HMO Plans: Urgent Grievances

Kaiser's 2026 Evidence of Coverage for a Southern California HMO plan gives one fax for urgent grievances: the Expedited Review Unit at 1-888-987-2252 (phone 1-888-987-7247, mail P.O. Box 1809, Pleasanton, CA 94566). Standard grievances go through the form on kp.org, Member Services at 1-800-464-4000 or a Member Services office, and that document lists no fax for them. You have 180 days from the incident. On any other plan or in any other region, the grievance address and any fax are in your own Evidence of Coverage.

Sending Records or a Referral to Kaiser From Another Office

The release-of-information faxes above send records out. They are the wrong door for records coming in. Kaiser's regional instructions for outside providers:

• Washington: send copies to the Kaiser location where the patient will be seen.
• Hawaii: send outside records to the patient's Kaiser primary care physician. Kaiser's referral authorization form (rev. 03/04/2022) routes referrals into Kaiser's Moanalua specialty departments to fax (808) 432-7380, and out-of-plan referrals to the Authorization Department at (808) 432-5691.
• Colorado: Kaiser's faxing notice to Southern Colorado providers sends medical records, results, reports and notes to the Medical Records Department fax, 1-877-515-0480. That is a different line from the release-of-information fax.
• Northwest: mail records from non-Kaiser clinicians to Kaiser Permanente Medical Records, 500 NE Multnomah Street, Suite 100, Portland, OR 97232-2099.

For authorizations and claims elsewhere, use the regional contacts in Kaiser's provider manual key contacts.

Faxing patient records as a practice? That is what mFax Business is for: HIPAA-compliant faxing with a signed BAA, your practice's own fax number, and a login for everyone on staff. Plans start from about $9/mo, and you build your own.

Six Checks Before You Hit Send

1. Fax the region that treated you. Records stay where the care happened. A Washington resident seen in Vancouver is a Northwest patient.
2. Sign and date the form. Most Kaiser authorization forms stay valid for one year from the signature; California's current form lasts 6 months.
3. Include the identifiers. Put the patient's name, date of birth and medical record number on the form.
4. Show your authority if you sign for someone else. The forms ask for your relationship to the patient, and Kaiser may ask for documents proving you can act for them.
5. Keep the cover sheet clean. Name, callback number and page count only, with the Confidential box ticked.
6. Read the status, not just the send button. In mFax, No fax tone or Declined means the number didn't answer as a fax machine, so check the digits against this page. Recipient busy is retried automatically. More fixes are in why a fax isn't going through.

Send Your Kaiser Request Now

Find your region above, sign the form and fax it from your phone. Get mFax on the App Store or Google Play, or open it in your browser. Send your request free with the 7-day trial and keep the PDF receipt for the follow-up call. No fax machine, no trip to a store.