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Challenges Associated with Retrieving Medical Records

Having worked in the disability field for many years, we have seen just about everything under the sun. We have seen cases which go very smoothly for the applicant and quick approvals. However, this isn’t the usual. There are multiple issues a person who plans on filing for disability will face.

One of the main challenges occurs when a person attempts to collect all of their medical history. This is truly unfortunate because this medical history is the single most important facet of their application. Let’s delve into why it can be so challenging.

There are approximately 907,426 businesses in the health care and social assistance sector in the United States, according to the U.S. Census Bureau’s County Business Patterns (CBP). Most of them do not work with one another on a regular basis. Most of the time they do not even share the same (or even similar) medical records systems. So, when a doctor refers a patient to another medical service provider, much of the information from their records doesn’t make it over. Oftentimes the patient themselves will have to retrieve their chart and bring to their new provider. The chain of medical diagnoses gets broken along the way, often multiple times.

What does this mean for the person applying for disability? It means they have to track down each and every doctor or medical service provider they have seen, sometimes stretching back many years or even decades.

It is true that your disability attorney can help acquire those records for you but if they don’t know which providers you have seen then they can also be stuck at a roadblock.

 

Other Reasons Why Retrieving Your Records is So Challenging

Delays in processing — Providers (or third-party copy services they use) often take weeks or longer to fulfill requests, even though HIPAA generally requires a response within 30 days. Some offices are slow, understaffed, or backlogged.

Incomplete or missing records — Requests may yield only partial files, outdated information, or gaps (e.g., older records, mental health notes, or test results that weren’t pulled). Different providers document things inconsistently.

Fees and administrative barriers — While patients have rights to their records, copying and sending can involve “reasonable” fees (varying by state and provider). Third-party requests (e.g., by attorneys) sometimes cost more. Older records can be especially hard or expensive to obtain.

Coordination issues — If you’ve seen many doctors over years (common with chronic or complex conditions), keeping a complete list of providers, addresses, and phone numbers is tough—especially if you’re dealing with the disability itself. The SSA can request records on your behalf with your authorization (Form SSA-827), but providers don’t always respond promptly or completely, and the SSA doesn’t always get everything.

HIPAA and procedural differences — Every provider has its own release forms and processes, requiring repeated requests and follow-ups. Some contract with external services that prioritize profit over speed.

 

What to Do

Don’t panic. This is a very common problem. Take your time and sit down at a desk and try to remember each provider you have seen for your medical condition(s). If you are having trouble remembering, ask friends and relatives. They may remember certain medical visits or treatments that you don’t. The most important records are the ones directly pertaining to the ailment causing you to be disabled.

Don’t hesitate to call these providers. If you feel like they are putting you on the backburner, call every week. Remember, the squeaky wheel gets the oil. This is your financial future we are talking about. You deserve a copy of your records so you can build a solid case.

Create a file on your computer or mobile device where you create a timeline and backfill that timeline with names of providers, medications, treatments and diagnoses. Update this file as soon as you receive more information.

An attorney will help you with medical history collection, but they will require a great deal of information from you as well. Coordinate with your attorney and their staff and don’t let frustration cloud your memory.