Work Out Which Provider Holds Each Record Before You Request Anything — Free
Records requests fail on the first line, not the last: people ask one practice for everything, and the practice replies, correctly, that it does not hold the hospital's operative note. This form makes you assign each record to the holder before you write anything, counts the rows that have no holder marked, and prints a working copy you can turn into separate requests — one per provider.
The proof surface
Free path: the form computes locally in the browser with no key and no account. Where an AI step helps, any free chat assistant works — Google AI Studio's free tier and Groq's free tier were both no-card and rate-limited when this page was reviewed on 2026-09-13 (limits change; check before you rely on them).
Why the flat version breaks
A single letter asking 'please send my records' is unanswerable, because no one organisation holds them all. Splitting the same list by holder turns one vague request into four specific ones, and exposes the rows — the physio summary, the lab results from a clinic that closed — that need a different route entirely.
How to use the records request form in four passes
Name them the way the holder will recognise: 'operative note, knee arthroscopy Sep 2026', not 'my surgery letters'. A row that names the document gets a document back.
The key under the form lists who you are asking. Numbers rather than names keep the row short, and marking two holders for one record is often correct — the GP has the summary, the portal has the raw report.
Do not guess a holder to make the form look complete. An empty row is the useful output: it is the record that needs a different route, a phone call, or an acceptance that it no longer exists.
Four short requests naming four specific documents beat one long request for everything. Attach the printed form to your own copy so you can tell later which request you actually sent.
SAMPLE DATA, NOT A VERIFIED CLAIM: Change of GP · request dated 23 Sep 2026 · nine records · five holders · Northside holds the operative note and imaging, LabCo portal holds the raw blood reports, two rows unplaceable. Replace these values with your own source before you rely on anything.
What breaks first
Marking every row against the GP
The practice holds summaries, not other organisations' originals. A request that asks a GP for a hospital operative note gets a partial reply and a three-week delay.
Forgetting that images and films live separately
Reports travel by letter; images usually need a disc or a viewer link, requested separately and sometimes charged for. Add a row for the images, not just the report.
Assuming closed or private providers still hold records
A clinic that closed, a private practitioner, or records predating a practice's system may need a national archive or the regulator. Those rows stay empty here on purpose — that is the finding, not a failure of the form.
What you pay otherwise
| The usual route | What it leaves out | Cost |
|---|---|---|
| One blanket request to the GP | A partial reply plus a refusal for the hospital-held items | three weeks and a second request |
| A medical-records agency | They chase the holders for you and charge per page | per-page fees plus a handling charge |
| Turning up to a new consultant with nothing | The consultation restarts the paperwork | another appointment |
| This page + the free records request form | Computed in your tab, result on screen before you type anything | $0 |
Try the free records request form
Nine records are already marked against five holders, with the childhood immunisation row and the occupational health note boxed as gaps. Add a sixth holder to the key and re-run to see the rows re-map.
Open the free records request form →Keep the work if you will use it again
Every row, the holder key, the gap boxes and the signature block, plus copy and share-link, with no account.
The on-screen result is free and repeatable forever. The one-time tier adds a tangible file you keep and the saved history that comes with it; it never removes or degrades the free result.
Boundary: This organises a records request; it is not legal or medical advice, it does not contact any provider, and it cannot tell you what a holder is required to release, what they may charge, or how long they may take. Check your own jurisdiction's access rules and each holder's process before you send anything.