LetterAgent
Mail physical letters by just asking your AI assistant.
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Send a signed written request to the provider's medical records or health information department: your full name, date of birth, contact info, the dates of service you want, where to send the records, and your signature. Under HIPAA, providers generally must respond within 30 days and may charge a reasonable copy fee.
| Include | Details |
|---|---|
| Your full name and date of birth | Use the name the provider has on file, including any maiden or former name |
| Dates of service | The visit or treatment dates you want records for, or "all records" if you mean it |
| What you want sent | Lab results, imaging, visit notes: be specific or ask for the complete record |
| Where to send them | Your address, or your new doctor's address with their fax if you prefer |
| Your signature and the date | Unsigned requests get rejected; this is the most common avoidable delay |
| Copy of photo ID | Many providers require it; check their policy before mailing |
HIPAA allows providers to charge a reasonable, cost-based fee for copies, and many states set per-page caps, so the price varies with where you live. If the provider keeps your records electronically, you can request them in electronic form, which is often cheaper than a stack of photocopies. On timing, the provider generally has 30 days to respond and can take one 30-day extension with a written explanation. If the deadline passes in silence, follow up in writing and keep every letter: the paper trail is what makes a complaint to regulators credible.
Know what they are allowed to withhold. Psychotherapy notes, the therapist's private session notes as distinct from your general mental health record, are specifically excluded from the HIPAA right of access: a denial on those is usually legitimate. For anything else, a refusal must come with an explanation, and you can complain to the HHS Office for Civil Rights. If you spot errors in the records you receive, that is a separate process: you have the right to request an amendment in writing, and the provider must respond to that request too.
For the letter itself, yes: describe the request to your AI assistant, approve the exact quoted price, and it is printed and mailed to the provider's records department. But check the provider's requirements first. Many want their own signed authorization form or a copy of your photo ID, and LetterAgent mails letters only, no inserts, so those enclosures would need to go separately. If the provider accepts a plain signed letter, LetterAgent handles it end to end.
Ready to mail it? Send your letter with LetterAgent: describe it to your AI assistant, approve the exact quoted price, and it is printed and mailed.
LetterAgent is a working name. Prices include print, postage, and our service fee. US prices in USD, Canadian prices in CAD (Canadian prices exclude applicable sales tax, added at checkout). Currently in private testing.
Need help? Ask your assistant: it can check a job's status any time. If it ever can't handle something: hello@getletteragent.com