Your medical records are the foundation of your disability claim. Knowing how to obtain them helps strengthen your case.
In this article, we'll cover:
- Why medical records matter
- How to request records
- What to look for
- Tips for complete records
1. Why Medical Records Matter
Essential evidence:
- Proves your medical conditions
- Shows treatment history
- Documents limitations
- Objective evidence
What SSA looks at:
- Diagnoses
- Treatment notes
- Test results
- Progress notes
- Specialist opinions
Without records:
- Claims often denied
- No proof of disability
- Must rely on CE exams only
- Weak case
Better records = Better chance:
- Comprehensive medical history
- Consistent documentation
- Multiple sources
- Strong foundation
2. How to Request Records
From doctors' offices:
- Ask medical records department
- Complete their request form
- May be a fee (usually small)
- Allow 2-4 weeks
From hospitals:
- Contact health information/medical records
- Complete authorization form
- May have higher fees
- May take longer
Online portals:
- Many providers have patient portals
- Download records yourself
- Often free
- Quick access
HIPAA rights:
- You have right to your records
- Providers must comply
- Within 30 days (usually)
- Fee must be reasonable
Important: Request records from ALL providers who have treated your conditions—not just your main doctor.
3. What to Look For
Important documents:
- Office visit notes
- Specialist consultations
- Hospital records
- ER visits
- Lab and test results
- Imaging (X-rays, MRIs, CT)
- Mental health records
Key information:
- Diagnoses (ICD codes)
- Treatment plans
- Response to treatment
- Functional limitations noted
- Restrictions prescribed
What helps your case:
- Consistent treatment
- Documented limitations
- Failed treatments
- Specialist opinions
- Objective findings
What may hurt:
- Gaps in treatment
- Non-compliance noted
- "Doing well" notations
- Activities inconsistent with claims
4. Tips for Complete Records
Make a list:
- All doctors seen
- All hospitals visited
- Specialists consulted
- Mental health providers
- Physical therapists
- Anyone who's treated you
Go back far enough:
- From onset of disability
- Before application
- Ongoing treatment
- Create complete picture
Include everything:
- Even brief visits
- ER visits
- Urgent care
- Mental health
- All conditions, not just main one
Request specific items:
- Not just "records"
- List what you need
- Test results
- Specialist notes
- Imaging reports
Keep copies:
- For your records
- For attorney if using
- To review yourself
- Multiple copies helpful
Providing Records to SSA
SSA will request:
- You authorize them to get records
- They contact providers
- But they don't always get everything
- May miss records
You can supplement:
- Submit your own copies
- Fill in gaps
- Ensure complete file
- Don't assume SSA has everything
How to submit:
- Mail to local SSA office
- Bring to appointment
- Upload online (some cases)
- Keep proof of submission
If You Have Gaps
Gaps in treatment hurt:
- SSA may think you're not that sick
- Must explain gaps
- Financial barriers understandable
- Document reasons
What to do:
- Start treatment if possible
- Community health centers
- Free clinics
- Get current documentation
Explaining gaps:
- No insurance
- Couldn't afford
- Transportation issues
- Mental health prevented seeking care
- Document the reason
How Purple Helps
- Track medical expenses
- Budget for copays
- Manage finances while waiting
- Be ready when approved
- Simple money management