How to fax medical records to a doctor's office

Like it or not, healthcare still runs on fax — it's the transfer method every clinic accepts, and often the one they ask for. Whether you're moving to a new doctor or sending records ahead of an appointment, here's how to do it cleanly.

Two ways records can travel

Option A: Provider to provider (best when time allows)

Ask your previous provider to send the records directly to the new office. You'll need to sign a release-of-information authorization form — the new office usually has one, and ironically you may need to fax that signed form to the old office to start the process. Direct transfers are authoritative and complete, but can take days to weeks.

Option B: Send your own copies (fastest)

If you already have your records — from a patient portal download, a records request, or paper copies — you can fax them to the new office yourself. You're entitled to your own records, and nothing stops you from sharing them; HIPAA's privacy rules bind healthcare providers and their partners, not patients handling their own information.

Faxing the records, step by step

Get the exact fax number — by phone Call the receiving office and confirm the number for incoming patient records (large practices have different lines for prescriptions, referrals, and records). A misdirected fax is the single biggest risk with medical documents, so read the number back.
Make a cover sheet Include: patient's full name and date of birth, which provider the records are for, total page count, your phone number, and a confidentiality line such as "The documents accompanying this fax contain confidential health information intended only for the named recipient."
Combine into one PDF, in order Cover sheet first, then records grouped sensibly (visit summaries, labs, imaging reports, medication list). If you're starting from paper, scan with your phone — here's how to get a clean PDF.
Send it and confirm From a computer or phone, upload the PDF at faxer.me, enter the office's fax number, and pay per fax — $1 for the first page and 25¢ per page after, so a typical 13-page record set is $4.00, no subscription. Then call the office to confirm the pages arrived and were routed to your chart.

A few things worth knowing

Imaging doesn't fax. X-ray, MRI, and CT images lose all diagnostic value at fax resolution. Fax the radiology reports, and have actual images transferred on disc or through an image-sharing portal.
Contrast matters. Fax is black and white — rescan anything faint or highlighted so it stays legible.
Keep your own set. Fax copies, never your only originals, and keep the delivery confirmation until the new office confirms the records are in your chart.

Fax your records now

Upload the PDF, enter the office's fax number, pay per page. No sign-up, no subscription.

Go to faxer.me →

Frequently asked questions

Is it legal to fax my own medical records?

Yes. You have a right to copies of your own records, and HIPAA's restrictions apply to healthcare providers and their business associates — not to patients sharing their own information. Providers themselves also fax records routinely with safeguards like cover sheets and number verification, which are worth copying when you send your own.

What should the cover sheet for medical records include?

The patient's full name and date of birth, the provider or department the records are intended for, the total page count, a callback phone number, and a confidentiality notice. Putting the patient name and DOB on the cover — and ideally on each page — ensures the records get filed to the right chart even if pages are separated.

How do I get records from my old doctor to a new one?

Sign a release-of-information form authorizing the transfer; the new office typically provides it and can often request the records for you. If you're on a deadline, ask for your own copies via the patient portal or a records request and fax them to the new office yourself — direct provider-to-provider transfers are thorough but can take weeks.

Can I fax X-rays or MRI images?

Not usefully. Fax is roughly 200 dpi black and white, which destroys the diagnostic detail in imaging. Fax the written radiology reports, and ask the imaging center to share the actual studies on a disc or through an electronic image-exchange service — they do this routinely on request.