Private medical records — from non-VA doctors, hospitals, specialists, and therapists — can be critical evidence in your disability claim. The VA can request these records on your behalf, but the process requires your authorization and can sometimes be slow.
To authorize the VA to obtain your private records, you complete VA Form 21-4142 (Authorization to Disclose Information to the Department of Veterans Affairs) and VA Form 21-4142a (General Release for Medical Provider Information to the Department of Veterans Affairs). These forms give the VA legal permission to request your records from the specified providers.
When filling out these forms, be as specific as possible. Include the provider full name and complete mailing address, the dates of treatment (even approximate ranges are helpful), and the conditions treated. Each provider needs a separate form. Incomplete forms are a common reason for delays — the VA cannot request records if it does not have enough information to identify the provider and the records.
The VA is required to make at least two attempts to obtain private records. If both attempts fail, the VA must notify you and give you the opportunity to submit the records yourself. This is important because sometimes you can get records faster by contacting the provider directly.
As a strategy, consider obtaining and submitting your own private records rather than relying on the VA to request them. You have a legal right to your own medical records under HIPAA. Calling the provider medical records department, requesting copies, and submitting them directly to the VA is often faster than waiting for the VA authorization process.
If you submit private records yourself, use VA Form 21-4138 (Statement in Support of Claim) as a cover sheet identifying what you are submitting and why it is relevant. Keep copies of everything you send.
Some providers charge fees for copying medical records. These fees are regulated by state law and are usually modest. If cost is a barrier, ask whether the provider waives fees for veterans or for records being sent to the VA.
Note: This article references sections of the VA's M21-1 Adjudication Procedures Manual. The VA periodically reorganizes the M21-1 and section numbers may have changed since this article was written. For the most current section references, visit the VA's public M21-1 Web Automated Reference Material System (WARMS).