Michigan Medicine uses a package-based authorization system and specific signature and documentation rules, and getting any of them wrong can slow a records request down. Personal injury attorneys and legal teams handling cases that involve Michigan Medicine patients need accurate, complete records to build claims, calculate damages, and prepare demands. Codes Health takes the guesswork out by reviewing authorization forms before submission and managing persistent follow-up until records arrive.

Key Takeaways

• Patients can request records through the MyUofMHealth portal, while third-party releases use Michigan Medicine's authorization form (Form 70-10015) with Package 1 or Package 2 options
• Michigan Medicine recommends Package 2 for a selected date range for attorney and legal requests
• The Release of Information (ROI) Unit offers no walk-in service, and Michigan Medicine publishes an average processing time of 5 to 7 business days
• Third-party requests may be charged up to Michigan's 2026 statutory limits, including a \$32.08 initial fee plus per-page charges
• Deceased patient records require an applicable authorization route, such as Letters of Authority or a notarized Affidavit of Heir with supporting documents
• Substance use disorder records go through Michigan Medicine's separate SUD authorization process under current 42 CFR Part 2 rules
• Codes Health reviews authorizations before submission, follows up across calls, faxes, emails, and portals, and checks completeness, all for a flat fee

Understanding the Michigan Medicine Medical Records Request Process

Starting Your Michigan Medicine Records Request

Michigan Medicine includes University Hospital, C.S. Mott Children's Hospital, Von Voigtlander Women's Hospital, and numerous outpatient clinics. Before you submit anything, confirm which organization actually holds the records. Affiliated organizations may require separate requests. For example, University of Michigan Health-West publishes its own form and runs its own records department.

The Health Information Management ROI Unit handles requests for Michigan Medicine records. It doesn't offer walk-in service, so requests come in through the portal, fax, or mail, depending on who's asking.

For personal injury cases, the process usually looks like this:

• Complete the official authorization form with the patient's details
• Select the record package and date range the case needs
• Submit following the form's instructions
• Track the request and follow up with the ROI Unit
• Verify completeness when records arrive

Information to Gather Before You Submit

Have this patient information ready:

• Full legal name, including maiden name or AKA if applicable
• Date of birth
• Complete street address, city, state, and ZIP code
• Telephone number and email address
• Medical record number, if known (optional)
• Specific date ranges for the records needed
• Purpose of disclosure

Complete the applicable required fields and specify dates so the request doesn't end up broader or narrower than you intended. Where you leave something blank, the form's stated defaults may apply. Codes Health checks these details before submission, flagging the kinds of errors that commonly cause provider rejections.

Navigating the Michigan Medicine Authorization Form

Completing Form 70-10015

Michigan Medicine's main release document is Form 70-10015, "Authorization to Release Copies of a Medical Record." The linked version is marked A/24.

If you're using an electronic signature, it must include an attestation identifying the signer and the signing date and time. If the authorization doesn't list an expiration date, it defaults to 60 days from the signature date.

Sections to complete:

• Patient identification: Demographic fields, including name variations
• Record selection: Package 1, Package 2, or a custom specification
• Date range: Specific dates, or the past 24 months by default for Package 1
• Recipient details: Name, address, and preferred delivery method
• Purpose: The reason for disclosure, such as attorney or legal
• Signature block: Patient signature and date, plus relationship if a representative signs

Package 1 vs. Package 2

Michigan Medicine offers two standardized record packages.

Package 1: Key Clinical Written Documentation

• History and physical examination notes
• Discharge summaries
• Operative reports
• Consultation notes
• Outpatient visit notes
• Test reports and results
• Emergency room clinician notes

Package 2: All Clinical Written Documentation

• Everything in Package 1
• All nursing notes
• Flow sheets
• Medication administration records
• Physician orders

Michigan Medicine recommends Package 2 for a selected date range for attorney and legal requests. Counsel should still select the records and dates the case actually needs.

Michigan Medicine Contact Information and Submission Methods

ROI Unit and Related Contacts

Release of Information Unit:

• Phone: (734) 936-5490
• Fax: (734) 936-8571
• Mail: 3621 S. State Street, 700 KMS Place, Bay 11, Ann Arbor, MI 48108-1633

The information sheet attached to the authorization form prints ZIP code 48109-1633 in one place, but the form's mailing instructions and the main records webpage both use 48108-1633.

Patient Portal Support:

• Phone: (734) 615-0872, option 1
• Email: HIM-PatientPortal@med.umich.edu
• Hours: Monday to Friday, 7 a.m. to 7 p.m.; Saturday, 8 a.m. to 1 p.m.

Amendment Requests:

• Phone: (734) 615-7705

Radiology CDs:

• Phone: (734) 936-4516, per the medical records webpage. The authorization form lists (734) 936-4517, so confirm the number before relying on it.

Patient Billing:

• Phone: (855) 855-0863 or (734) 615-0863

Sending Your Completed Request

Fax and mail are both available for authorization requests. Keep in mind that a successful fax transmission only confirms delivery. It doesn't mean ROI has accepted the request as complete. If you mail the request, allow additional time for delivery, and contact the ROI Unit directly about urgent needs. Michigan Medicine doesn't publish a guaranteed expedited option for legal requests.

Delivery limitation: Michigan Medicine won't fax records to patient homes or non-healthcare locations. Fax delivery is limited to healthcare organizations and physician offices. Attorney offices can receive records by mail or through electronic delivery handled by Vital Chart, Michigan Medicine's approved delivery vendor.

Codes Health manages provider outreach across fax, phone, email, and portal channels until the requested materials arrive, so your staff doesn't have to chase follow-ups.

Requesting Records for Family Members or Third Parties

Authorization for Non-Patient Access

When you request records on someone else's behalf, the signed authorization is the core requirement. ROI may also ask for supporting documentation depending on your representative capacity, so confirm what applies before you submit.

• Legal guardians: Sign the authorization as guardian, state the relationship to the patient, and be ready to provide guardianship documentation.
• Parents of minors: Use the standard authorization. ROI may ask for documentation showing the relationship in some situations, such as when names differ.
• Noncustodial parents: Access can depend on the circumstances, so confirm requirements with the ROI Unit before submitting.

Deceased Patient Records

Access to a deceased patient's records depends on the requester's legal capacity. The official Affidavit of Heir recognizes several qualifying capacities, including certain representatives designated by a will, heirs, and life-insurance beneficiaries. The affidavit has its own identification, supporting-document, and notarization requirements. A court-appointed personal representative can typically use Letters of Authority from probate court instead.

A family relationship alone, shown through a marriage or birth certificate, isn't a complete access route. In wrongful death matters, sort out who has authority to sign early so the records request isn't held up.

Requesting Older Michigan Medicine Records

Record Retention

Michigan law generally requires medical records to be kept for at least seven years, with longer requirements for certain records. Retention depends on the record type and applicable law, so confirm availability with the records custodian before assuming older records still exist.

Tips for Historical Requests

When records go back several years:

• Specify the exact historical date range instead of relying on the 24-month Package 1 default
• Include former names and addresses
• Confirm which organization held the records at the time, since affiliated organizations may have separate records departments
• Ask the ROI Unit whether the records are available and whether additional retrieval steps apply

Codes Health uses provider and facility data to help identify where records exist, which helps with long medical histories and treatment across multiple locations.

Patient Rights and Fees for Michigan Medicine Records

Under the HIPAA Privacy Rule, patients have the right to:

• Access and get copies of their protected health information, generally within 30 days of their own request
• Request amendments to their records
• Receive an accounting of disclosures
• Request restrictions on use and disclosure

Michigan's Medical Records Access Act adds its own response provisions. It distinguishes records accessible onsite from those that aren't, sets 30-day and 60-day response provisions, and allows one conditional extension of up to 30 days. These state provisions don't override HIPAA, and the deadline that applies depends on the request and governing law. Keep these legal deadlines separate from Michigan Medicine's published 5 to 7 business day processing average.

The Act also lets eligible medically indigent individuals receive copies without charge, subject to statutory eligibility and repeat-copy limits. Patients requesting their own records aren't charged the initial fee.

Fees for Record Copies

Charges depend on format and request type. The 2026 MDHHS fee schedule sets these statutory limits for paper copies:

• Initial fee: \$32.08
• Pages 1 to 20: \$1.60 per page
• Pages 21 to 50: \$0.80 per page
• Pages 51 and up: \$0.32 per page

These are maximums, not a guaranteed Michigan Medicine invoice. Postage or shipping may also apply. For a large request, ask the ROI Unit at (734) 936-5490 for an estimate before submitting.

Using the MyUofMHealth Patient Portal

Setting Up a Portal Account

The MyUofMHealth portal gives patients free access to eligible records available there. It runs on Epic's MyChart platform and offers:

• Access to many clinical documents
• Test and lab results
• Medication lists and health summaries
• Secure messaging with care teams
• Appointment scheduling

To activate an account, follow the enrollment email's activation instructions. If you activate after 24 hours, you may need to provide additional identity information. Mobile apps are available for iOS and Android.

Portal Access and Proxy Requests

Records delivered through the portal to patients with active accounts carry no fees, which can save money compared with a formal ROI request.

Patients may request proxy access for another person through Michigan Medicine's proxy process. A records-release authorization doesn't automatically grant portal access, and representing a patient in litigation doesn't establish portal access on its own.

Ensuring Your Michigan Medicine Records Are Complete

Verifying the Record Set

When records arrive, check them against your original request:

• Confirm the date ranges cover the requested period
• Check that all specified document types are included
• Verify records from all relevant providers and departments
• Look for missing facility records if the patient was treated at multiple locations

When electronic delivery applies, the transmission email comes from Vital Chart rather than directly from Michigan Medicine. Let your staff know so those emails don't get lost in spam filters.

Common Reasons for Gaps

• The package selected didn't include the document types you needed
• The date range was unclear on the request
• Records sit with an affiliated organization that has its own records department
• Radiology images and billing records go through separate departments

Codes Health checks delivered records against the original request before closing the retrieval process. When records look incomplete, the service works with the facility to resolve the gaps before returning the completed set to your firm.

How Legal Teams Request Michigan Medicine Records

Attorney Request Checklist

The core requirement is a client-signed authorization (Form 70-10015). ROI may request supporting documents, such as a letter of representation, depending on the circumstances. For attorney requests:

• Get the client's signature on the authorization, with a compliant attestation if signed electronically
• Indicate an attorney or legal purpose
• Select Package 2 for a selected date range, as Michigan Medicine recommends, and adjust if the case calls for it
• Include clear attorney contact information
• Ask the ROI Unit about fees and any prepayment for large record sets

For litigation deadlines, contact the ROI Unit about urgent needs, but don't count on expedited processing.

Common Pitfalls

Incomplete authorizations are a leading preventable cause of denied record requests in general. With Michigan Medicine, watch for missing signatures, electronic signatures without the required attestation, unclear date ranges, and the wrong package for the case. Codes Health's AI review automatically flags misspellings, missing dates of service, and signature issues before submission that would otherwise cause provider rejections.

For firms on Filevine, Codes Health's embedded integration lets legal teams submit record requests from the case file, track status, message the Codes Health team, and receive completed records inside the Filevine project.

Why PI Firms Use Codes Health for Michigan Medicine Retrieval

Between package choices, separate departments for radiology, billing, and SUD records, and affiliated organizations with their own records offices, one Michigan Medicine patient can mean several separate requests. Codes Health pulls that work into one managed workflow:

• AI validation of authorizations, dates, and facility details before submission
• Follow-up across calls, faxes, emails, and portals until records arrive
• Completeness checks against the original request before delivery
• Flat fee pricing
• Filevine integration for firms that manage cases there
• Custom integrations with CRM platforms and other medical software for high-volume firms

Across providers, Codes Health works toward complete records in a couple of weeks. Each provider's own processing time still applies. According to Codes Health, services that promise same-day retrieval often return only the records immediately available and need extra client involvement to track down the rest, which can lead to client churn.

On general AI tools: ChatGPT and similar platforms aren't designed for litigation-grade medical record review. Codes Health's AI platform is built to analyze medical records with high precision for legal work.

Codes Health's MIT-educated engineering team continuously builds additional workflows and products, so the platform keeps evolving to meet the changing demands of modern legal practices.

The Bottom Line

Most Michigan Medicine record delays come from preventable missteps: the wrong package, a vague date range, an electronic signature without the required attestation, a request sent to the wrong organization, or missing documentation for a representative. Each one can mean a follow-up or resubmission your case doesn't have time for.

The fix is choosing Package 2 and the right dates for legal requests, confirming who holds the records, and checking what comes back against what you asked for. For plaintiff firms that don't want to manage that across every case, Codes Health offers authorization review, persistent follow-up, and completeness checks for a flat fee. Request a demo to see how it fits your workflow.

Frequently Asked Questions

What happens if Michigan Medicine rejects my authorization form?

You'll need to correct the issue and resubmit. Common problems include unsigned forms, electronic signatures without the required attestation, unclear date ranges, and incomplete patient information. If you're unsure why a request was held up, contact the ROI Unit at (734) 936-5490.

Can I request only billing records from Michigan Medicine?

Billing records go through a separate departmental route. Contact Michigan Medicine billing at (855) 855-0863 or (734) 615-0863 rather than assuming a custom clinical-records request will cover them. Billing records are often key for damages calculations, so request them early.

How do I get radiology images on CD from Michigan Medicine?

Imaging studies such as CT scans, MRIs, PET scans, and X-rays go through a separate process. The records webpage lists (734) 936-4516 for imaging CDs, while the authorization form lists (734) 936-4517, so confirm the number first. Pickup is available at University Hospital, Floor B1, Room D240, between 6 a.m. and 9 p.m. Call ahead so the CD can be prepared, and note that additional fees may apply.

What if the patient received substance use disorder treatment at Michigan Medicine?

Michigan Medicine directs requesters to its separate SUD authorization process (Form 70-10232). Apply current 42 CFR Part 2 consent and disclosure requirements to covered records. The updated rule, with compliance required by February 16, 2026, permits certain HIPAA-governed redisclosures, but special restrictions remain for proceedings against patients.

Can I get Michigan Medicine records faster for a litigation deadline?

Michigan Medicine publishes an average processing time of 5 to 7 business days but doesn't publish a guaranteed expedited option for legal requests. Submit early, use Package 2 with a specific date range, and contact the ROI Unit about urgent needs. Health information exchange access shouldn't be treated as a substitute for a complete litigation record set.