Why Medical Records Matter in Disability Cases

The Social Security Administration (SSA) does not approve claims based solely on your symptoms or self-reports. You must provide objective medical evidence showing that your condition:

• Is medically determinable (i.e., diagnosed by a qualified medical professional)
• Has lasted or is expected to last at least 12 months (or result in death)
• Prevents you from working and engaging in substantial gainful activity

Without sufficient medical documentation, even valid claims can be denied or delayed.

What Medical Records Should You Include?

Your medical records should clearly show how your condition affects your ability to function. Relevant documentation may include:

• Doctor’s notes and treatment summaries
• Hospital records and discharge papers
• Lab results (blood work, imaging, etc.)
• Specialist evaluations
• Surgical reports
• Mental health evaluations
• Physical or occupational therapy notes
• Statements from your treating physician explaining your limitations

The more detailed and recent your records are, the stronger your claim will be.

Steps to Get Your Medical Records for a Disability Claim

• Make a List of All Medical Providers
  Include primary care doctors, specialists, hospitals, therapists, and clinics you've visited related to your condition.

• Submit Medical Record Requests
  Contact each provider’s medical records department and ask how to request your records. Most will require you to complete a Release of Information (ROI) form. Some may accept online requests.

• Be Specific About What You Need
  Ask for all records related to your disabling condition, including test results, visit notes, and treatment history. You can specify date ranges if needed.

• Expect to Pay a Small Fee
  Some providers may charge a copying or processing fee, though many waive the cost if the records are being sent to the SSA directly.

• Follow Up
  Providers are required to respond within a reasonable time, but delays are common. Call or email to check the status of your request.

• Organize Your Records
  Keep digital and paper copies of everything you receive. Organize them by provider and date to make it easier to reference them later.

• Submit Them to the SSA
  If you’re applying online or through a local SSA office, you can upload or submit your records. You can also mail or fax them with your application or appeal.

What If You Need Help Gathering Records?

If gathering records feels overwhelming or if providers aren’t cooperating, the SSA can request records on your behalf—but this can take longer, and they may miss important documents.

You can also sign an Authorization to Disclose Information (Form SSA-827) when you apply, which gives SSA permission to request records—but having them yourself ensures nothing critical is overlooked.