UCSF Health uses different request pathways depending on the facility and the type of record, so a request for one patient can end up going to several departments. For personal injury attorneys handling cases involving UCSF patients, knowing the authorization requirements, contact points, and department-specific procedures is key to getting complete documentation. An incomplete or misdirected request may need clarification or resubmission, which can slow things down. Codes Health checks requests for completeness before submission and manages persistent provider follow-up, so your team can focus on the case.

Key Takeaways

• UCSF Health routes requests by facility and record type, with separate pathways for general medical records, psychiatric records, radiology imaging, and billing
• The authorization form lists four sensitive categories (substance use treatment, mental health, HIV test results, and genetic testing) that must be specifically authorized for release
• Outpatient psychiatric records from June 27, 2022 onward sit with the Pritzker Psychiatry Building, while earlier outpatient records and all inpatient psychiatric records stay with Langley Porter
• California law generally gives providers 15 days to provide copies requested by a patient or representative, and UCSF Psychiatry publishes a separate 15 business day processing estimate
• UCSF publishes general copy charges of $0.25 per page plus postage for paper or $25 for electronic copies, while attorney request fees depend on the request pathway and applicable law
• San Francisco radiology CDs are free and include images and reports
• Codes Health reviews requests before submission, follows up across calls, faxes, emails, and portals, and checks completeness, all for a flat fee

Understanding the Medical Records Request Process at UCSF Health

UCSF Health offers several ways to request records: the MyChart patient portal, a signed written request or authorization form sent by mail or fax, and department-specific procedures for psychiatric, radiology, and pediatric records. Requests can come from patients, authorized representatives, and legal professionals, under rules that include California Health & Safety Code § 123110 and Evidence Code § 1158.

Why UCSF Requests Need Careful Routing

Where you send a request depends on where the patient was treated and what kind of record you need:

• San Francisco HIM: Parnassus, Mount Zion, and Mission Bay
• Oakland HIM: UCSF Benioff Children's Oakland
• Langley Porter Psychiatric Hospital: All inpatient psychiatric records, plus outpatient psychiatric records before June 27, 2022
• Pritzker Psychiatry Building: Outpatient psychiatric records at that location on or after June 27, 2022
• Radiology Imaging Library: Medical images
• Patient Financial Services: Billing records

This isn't necessarily a complete list for every UCSF Health facility. Some hospitals in the UCSF Health system publish their own separate records process, so confirm which facility treated the patient before you submit. Incomplete or misdirected requests may need clarification or resubmission. Codes Health manages record requests and provider follow-up across departments so they don't slip through the cracks.

UCSF Health's Medical Records Release Form

Use the form or request pathway the relevant department specifies. For general records, that's usually the UCSF Authorization for Release of Health Information. You can download the authorization form or a Spanish version. General records can also be requested through MyChart or a signed written request. UCSF Psychiatry publishes its own authorization and access-form instructions.

What the Authorization Form Asks For

The form covers these areas:

• Patient identification: Name, date of birth, and medical record number if known
• Disclosing entity: Which UCSF entity is releasing the records
• Recipient information: Who receives the records, such as your law firm
• Scope: Record types and date ranges
• Purpose: The reason for the disclosure
• Delivery preferences: How the records should be sent
• Signature details: Patient or representative signature and date

Record types you can select include:

• Emergency room visit
• Entire hospital record
• Clinic or office visit
• Billing records
• Radiology images (images only; radiology reports can be included within the clinical-record selections)
• Dental clinics
• Reproductive health clinic
• Other records, with specification

Date ranges: List specific dates of service or a defined start and end date.

Sensitive record categories (must be specifically authorized):

• Drug and alcohol abuse treatment under 42 C.F.R. §§ 2.34 and 2.35
• Mental health diagnosis or treatment under California Welfare & Institutions Code §§ 5328 et seq.
• HIV/AIDS test results under California Health & Safety Code § 120980(g)
• Genetic testing information under California Health & Safety Code § 124980(j)

If the case needs any of these categories, make sure the patient authorizes them on the form.

Form Completion Tips

Incomplete authorizations are a leading preventable cause of denied record requests in general. On the UCSF form, watch the signature, the date ranges, the facility, and the sensitive-category selections. If the expiration field is left blank, the form supplies a 12-month default. Codes Health's AI review catches errors before submission, automatically flagging misspellings, missing dates of service, and signature issues that would otherwise cause provider rejections.

California Rules That Affect Your UCSF Request

California's Confidentiality of Medical Information Act (CMIA) is stricter than federal HIPAA standards in several areas, and a few state rules directly affect timing and access.

Deadlines and Access Rules

• Patient and representative copies: California's Health & Safety Code § 123110 generally gives providers 15 days to provide copies requested by a patient or representative. That's a statutory requirement, separate from any department's published processing estimate.
• Attorney access under Evidence Code § 1158: This applies to qualifying authorizations made before an action is filed or before a defendant appears. Within five days of receiving the authorization, the provider must make records available for inspection and copying. That's not a promise that a completed records package will be delivered in five days.
• Minors: Patients ages 12 and older have added protections for records of certain sensitive services.

Electronic signatures (AB 1697): California law now allows electronic signatures on medical authorization forms, so a wet signature isn't universally required. Still, confirm the signature methods the relevant department accepts before submitting.

Sensitive Record Protections

Substance use disorder records may fall under 42 CFR Part 2 if they're maintained by federally assisted programs, which brings consent requirements beyond a standard HIPAA authorization. Check those requirements before submitting a request that includes SUD records.

UCSF Health Medical Records Contacts by Department

San Francisco Health Information Management

San Francisco HIM covers Parnassus, Mount Zion, and Mission Bay.

• Address: 400 Parnassus Ave., Room A88, San Francisco, CA 94143-0308
• Phone: 415-353-2221
• Fax: 415-353-4839
• Hours: Monday through Friday, 8 a.m. to 4:30 p.m.
• Published copy charges: $0.25 per page plus postage (paper) or $25 (electronic)

Oakland Health Information Management (UCSF Benioff Children's Oakland)

• Address: 747 52nd Street, Oakland, CA 94609
• Phone: 510-428-3730
• Fax: 510-658-1923

Radiology Imaging Library (San Francisco)

The Radiology Imaging Library provides CDs free of charge, including images and reports.

• Phone: 415-353-1640, option 3
• Fax: 415-353-8583
• Email: RadiologyFilmLibrary@ucsfmedctr.org
• Hours: 7 a.m. to 6 p.m., seven days a week
• Timing: CDs are mailed in five to seven business days after the form is received

Oakland Radiology Pickup

• Location: 747 52nd St., Second Floor, Room 210, Oakland
• Phone: 510-428-2010
• Hours: Monday through Friday, 8 a.m. to 8 p.m.

Psychiatric Records (Date-Dependent)

Langley Porter Psychiatric Hospital

For all inpatient psychiatric care, plus outpatient care before June 27, 2022:

• Address: Attn: Medical Records, University of California, San Francisco, 1600 Divisadero Street, 7th Floor, San Francisco, CA 94143-1954
• Phone: 415-353-2336
• Published processing estimate: 15 business days
• Published fees: $0.25 per page plus postage (paper) or $25 (electronic)

UCSF Nancy Friend Pritzker Psychiatry Building

For outpatient care at this location on or after June 27, 2022:

• Address: Attn: Release of Information, 675 18th Street, San Francisco, CA 94143
• Fax: 415-502-6361

Outpatient records from the Pritzker location on or after June 27, 2022 aren't kept at Langley Porter, so treatment that spans that date needs two separate requests. UCSF Psychiatry notes that incomplete requests aren't processed, so follow its instructions closely.

Subpoenas and Legal Documents

UCSF Health Risk Management doesn't accept subpoenas for records production. It handles subpoenas for personal appearance of UCSF employees at a deposition, trial, or hearing. For records subpoenas, follow the instructions of the department that holds the records.

Codes Health manages provider outreach across calls, faxes, emails, and portals until requested materials arrive. Your firm gets visibility into completed outreach and the next required action instead of chasing multiple UCSF departments.

Accessing UCSF Records Through MyChart

What MyChart Offers

Patients can access available records through UCSF's MyChart portal and request additional records there. On the UCSF Benioff Children's side, additional records requests may take up to 14 days.

For litigation, keep a few points in mind:

• The portal is designed for patients and their authorized proxies
• Not every record is available in the portal
• Review any downloaded set against what the case actually requires

When You Need More Than the Portal

Whether portal records are enough depends on the scope the case needs. When the case calls for a complete set across several UCSF departments, a formal request is usually the next step. Codes Health handles those requests with multi-channel follow-up and completeness checks before delivery.

Finding Older UCSF Health Records

Getting the Psychiatric Records Split Right

The June 27, 2022 psychiatric transition is an easy place to slip up. Check treatment dates before you submit:

• Outpatient psychiatric care before June 27, 2022: Submit to Langley Porter
• Outpatient psychiatric care at the Pritzker location on or after June 27, 2022: Submit to Pritzker
• All inpatient psychiatric care, any date: Submit to Langley Porter

Cases that span the transition need requests to both.

Locating Records Across Multiple Facilities

When a patient was treated at several UCSF locations, transferred between facilities, or has a long treatment history, start by mapping each facility and date range to the right department. Codes Health uses provider and facility data to help identify where records may exist, which helps when the client's memory of their treatment is incomplete.

Requesting UCSF Hospital Records for Legal Cases

Types of Records

UCSF keeps several record categories that may need separate requests:

• Inpatient records: Admission through discharge documentation
• Outpatient records: Clinic visits and follow-up care
• Emergency department records: ER visits
• Imaging reports: Radiology interpretations and findings
• Imaging studies: Actual CT, MRI, and X-ray images (free on CD in San Francisco)
• Billing statements: Itemized charges and payment records
• Surgical notes: Operative reports and anesthesia records
• Discharge summaries: Post-hospitalization care instructions

Fees for Attorney Requests

UCSF publishes general copy charges:

• Paper copies: $0.25 per page plus postage if mailed
• Electronic copies: $25
• San Francisco radiology CDs: Free, including images and reports
• Psychiatric records (Langley Porter): $0.25 per page plus postage for paper, or $25 for electronic

Fees for attorney requests depend on the request pathway and applicable law. For example, Evidence Code § 1158 separately addresses attorney-access costs, including $0.10 per standard page plus specified additional charges. Get a written estimate before submitting a large request. As a hypothetical, at the published paper rate a 1,000-page request would come to $250 plus postage, compared with $25 for an electronic copy, so ask about electronic delivery where it's available.

Avoiding Delays on UCSF Requests

Common Errors to Catch Before Submission

• Missing or incomplete signature: Confirm the signature method the department accepts
• Sensitive categories not authorized: If the case needs mental health, HIV, genetic testing, or SUD records, make sure the patient authorizes them
• Unclear date ranges: Use exact dates rather than "recent" or "2023 records"
• Expiration date: The form defaults to 12 months if left blank, so set a date that fits the case timeline
• Wrong department: Verify the treatment location and dates before sending

When a Retrieval Partner Makes Sense

Handling it in-house may work for:

• Straightforward records from a single facility
• No psychiatric or sensitive records
• A clear treatment timeline

Codes Health is a strong fit for:

• Care across multiple UCSF facilities, such as San Francisco, Oakland, and psychiatric departments
• Psychiatric records spanning the June 27, 2022 transition
• Imaging across multiple studies and facilities
• High-volume firms
• Cases that need AI-powered chronology and analysis after retrieval

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

Why PI Firms Use Codes Health for UCSF Health Retrieval

Between San Francisco and Oakland HIM, a psychiatric split by date, a separate imaging library, and billing handled elsewhere, one UCSF patient can mean four or five 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

Codes Health describes typical retrieval as taking a couple of weeks, with timing that depends on the provider and the request. 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 UCSF record delays trace back to preventable routing and authorization issues: psychiatric records sent to the wrong building, imaging left off the request, sensitive categories not authorized, or a request sent to a department that doesn't hold the records. Each one can mean a clarification or resubmission.

The fix is mapping every facility and date range to the right department, completing the authorization carefully, 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 should I do if my UCSF Health medical record request is denied or delayed?

Start by finding out what the department needs. Common issues include missing signatures, sensitive categories that weren't authorized, unclear date ranges, and requests sent to the wrong department. For psychiatric records, check whether treatment dates fall before or on or after June 27, 2022, since that decides whether the records are at Langley Porter or Pritzker. If the request went to the wrong place, resubmit it to the correct department. Codes Health checks requests for completeness before submission to help avoid these problems.

Can I request medical records for a family member at UCSF Health?

It depends on the route. To access a child's records through MyChart, a parent or guardian under UCSF Benioff Children's instructions sets up their own MyChart account and submits a proxy authorization through the Proxy Center. That's portal proxy access, which is separate from a formal records release request. For adolescents ages 12 to 17, California law lets minors consent confidentially to certain sensitive services, including mental health, reproductive health, and substance use treatment, and records of those services may not be available to parents without the minor's authorization.

Does UCSF Health offer electronic delivery of medical records to attorneys?

UCSF publishes a $25 charge for electronic copies. Confirm the available electronic-delivery methods with the relevant records department before you submit. For firms that want records delivered straight into their workflow, Codes Health delivers completed records into Filevine for firms that use it.

How do I request radiology images separately from medical records at UCSF?

Images go through a separate request to the Radiology Imaging Library. Contact 415-353-1640, option 3, or fax 415-353-8583 with the patient's name, date of birth, exam type, exam date, and mailing address. San Francisco CDs are free, include images and reports, and are mailed in five to seven business days after the form is received. For Oakland radiology, go to 747 52nd St., Second Floor, Room 210 (510-428-2010, Monday through Friday, 8 a.m. to 8 p.m.) to complete a release form and verify ID before pickup.

What is the difference between using a patient authorization and a subpoena for UCSF records?

A signed patient authorization, including one under Evidence Code § 1158, lets attorneys request records with the client's consent under HIPAA and CMIA. A subpoena brings its own procedures, such as consumer notice requirements under California Code of Civil Procedure § 1985.3, plus objection rights. Under HIPAA, a subpoena and a judge-issued disclosure order can trigger different requirements, and a subpoena doesn't automatically override confidentiality protections, according to HHS subpoena guidance. Which route fits depends on the case.