Frequently Asked Questions
Where are you located and do you have any of your information on-line?
See our locations.
Click on the links in the right column for more information. You can always find us at kp.org/eastbay/medicalsecretaries
How do I obtain a copy of my records?
You would fill out an Authorization for Disclosure Form (which can be found on our website) as well as an AB610 Form and submit those to our department (via mail, fax or in person) along with a copy of your Photo ID. See the "Medical Record copy request" link at the right.
How do I go about applying for state disability?
You would fill out a state disability application (which can be found on the EDD Website) as well as an Authorization for Disclosure Form and submit those to our department (via mail, fax or in person). See the "Disability" link at the right.
I want a copy of my immunizations. How do I go about getting a copy?
To expedite your request, please fill out an Authorization for Disclosure Form and submit in person to our office along with your Photo ID. We can then provide you with a copy of your immunization record. Otherwise, you can complete and mail in an Authorization for Disclosure Form along with a copy of your Photo ID. Please note: Some immunization records are in the paper chart and make take longer to acquire.
I need my child’s school forms filled out. The doctor told me to contact your office. What do I need to do?
To obtain signed school forms, your child must have had a physical in the last 12 months. Then you can fill out an Authorization for Disclosure Form, a Patient Information Records Form (both of which are on our website) as well as portions of the school form. Bring or mail all completed forms to our department and we can ensure they are completed.
What is your processing time?
For most requests it is between 10 to 14 calendar days.
Why do I need to fill out an Authorization for Disclosure Form?
An Authorization for Disclosure form is needed to give Kaiser Permanente permission to release your information, whether it is to you or a third party. It assures we are releasing the right information to the right people, respecting your wishes, and protecting your privacy while also adhering to state and hospital regulatory requirements.
My private insurance company is requesting my medical records from my doctor. How do I go about getting those records?
An Authorization for Disclosure Form must be completed and submitted along with a letter of from your insurance company stating what information is needed as well as who is responsible for paying any applicable fees for copies of the records.
I called state disability regarding my claim and they stated they have no records of the request. What is the delay?
We have a processing time of 10 – 14 calendar days in our office. The state disability office has their own timeline for how long it takes to complete their portion of the claim, for which we have no control. You are welcome to check in with us if you have questions regarding any delays in our office, but please note that sometimes there may be delays at the state offices.
I am moving out of state and want my records transferred to my new doctor. What do I need to do?
All you need to provide is a completed Authorization for Disclosure form and the address for where we are to send the records.
I need a form filled out. Why can’t I just drop it off to you?
Forms cannot be dropped off unless they have a completed Authorization for Disclosure form attached along with any other appropriate paperwork. Forms without the necessary information will be returned to you.
I want a copy of my records from Richmond. Why can’t I get it from Pinole or Oakland?
Each Kaiser Permanente facility has its own Medical Secretaries department. We can only release records from our own facility. If you are requesting records from a different facility you will need to put in a request with that facility.
Why can’t I make a request on the phone?
A request cannot be made over the phone because we cannot verify identity over the phone in order to release records. We also require a completed Authorization for Disclosure form from the member or patient making the request.
How can I check the status of my request?
You can call the Medial Secretaries office where you submitted your request.