Medical Records Authorization: Providence Saint John's Health Center

Please submit your forms by fax or email

We're asking for your help to reduce the amount of paper requests we receive. Please refrain from submitting your forms by mail. Instead, please fax them to 310-315-6148 or send them by email. Thank you.

Providence is required by law to maintain the privacy of your health information, to provide you with a notice of our legal duties and privacy practices, and to follow the information practices that are described in the Notice of Privacy Practices.

You have the right to receive a copy of your health information that we maintain, with some limited exceptions. You have the right to receive a copy of your health information in a format you prefer (e.g., paper, email, CD, fax, MyChart). You have the right to request that your health information be sent to any person or entity.

Obtain your medical records via MyChart

Patients can obtain copies of electronically-maintained records at no charge directly from your MyChart account. The MyChart secure web portal allows patients to view portions of their medical record, send a message to their care team, view and pay bills, and request copies of medical records.

To sign up for a MyChart account, visit MyChart.

Request access, authorize disclosure via forms or in writing

To receive a copy of your health information, you may complete the Patient Request for Access form, you may write a letter, or if you prefer, you may use the Authorization for Disclosure form:

Formularios para autorización para liberar información de salud

If you choose to write a letter, it must include the following required elements:

  • Signed by the individual (patient)
  • Clearly identify the patient, preferably name and date of birth
  • Clearly identify the person designated to receive the records
  • Identify what records are to be included

How to submit your request

For hospital records:

Providence Saint John’s Health Center
Attn: Release of Information
2020 Santa Monica Blvd, Suite 300
Santa Monica, CA 90404

ROI Phone: 310-829-8946
ROI Fax: 310-315-6148
ROI Email

Radiology Phone: 310-829-8814
Radiology Fax: 310-315-6192

For clinic records:

Subpoenas/audits: Please mail request to 3460 Torrance Blvd., Suite 310, Torrance, CA 90503

All other requests: Please submit request directly to the clinic where patient received care. 

Phone: 310-792-6333
Fax: 310-792-6390

Processing time

Please allow sufficient time for processing. Turnaround time is up to 15 days according to California state law.


For medical use, there is no fee if records are to be sent directly to a doctor or other healthcare provider for the purpose of continuing care.

For copies for patients or their representatives, there may be a reasonable, cost-based fee.

For copies for other uses, the current rates set by state law may apply.


Please follow the payment instructions on the invoice you receive with the records.

Amendment request

Patient Request to Amend a Designated Record Set form

You may write a letter or complete this form to request a correction to your protected health information that was originated or created by a Providence physician.

Accounting of disclosures request

Patient Request for an Accounting of Disclosures form

You may write a letter or complete this form for an accounting of disclosures of your protected health information by Providence Health & Services.

Restriction or revocation request

Patient Release Restriction or Revocation form

You may write a letter or complete this form to restrict the release of your protected health information, revoke a previously signed authorization, or to opt out of Care Everywhere.

Language services

Providence provides free language services to people whose primary language is not English.

Frequently asked questions about obtaining medical records

How do I request copies of my medical records?

You may visit the Health Information Management Department in the Koll Building, which is located at 2020 Santa Monica Blvd., Third Floor, Santa Monica, CA 90404 from Mon - Fri: 8 a.m.-4:30 p.m., and complete an authorization to have your records released.

I do not have transportation. How can I get an authorization form?

A HealthPort representative would be happy to mail, email, or fax an authorization form to you. You can request an authorization form by calling 310-829-8946 Mon - Fri: 8 a.m.-4 p.m.. You can then mail, fax (310-315-6148), or email the authorization back to Providence Saint John's Health Information Management Department, 2020 Santa Monica Blvd., Third Floor, Santa Monica, CA 90404.

How long does it take to get copies of my medical records?

The normal processing time for fulfilling a request for medical records is 7-10 business days.

What is the cost for copies of medical records?

The cost for medical records when a patient requests the information is $0.25 per page. The cost is different if the records are requested by your insurance company or an attorney. There is no charge when records are requested by your physician.

How do I pay for my medical records?

When your request for medical records is complete, you will receive an invoice from HealthPort by mail.  The invoice will include the breakdown of the fees along with an address to where you should send the payment. You may also pay by credit card by filling out the appropriate field on your invoice. Your records will be mailed to you the same day the invoice is mailed out. If you would rather pick up your records, or have them emailed to you, please note your request on the authorization form.