Request Copies of Member Records Form


This form is used to request copies of your health plan records. This form may only be signed by the member or a person with the legal authority to sign for the member.

Please print and complete the form in its entirety. Incomplete forms will not be processed and will be returned.

Part A - Member information

Complete all information in this section for the member whose records are being requested. All fields are required.

  • Last Name – Enter legal last name as it appears on the HMSA membership card.
  • First Name – Enter legal first name as it appears on the HMSA membership card.
  • MI – Enter middle initial(s).
  • Address – Enter street address (e.g., “123 Any Street”).
  • City – Enter name of the city (e.g., “Honolulu”).
  • State – Enter state abbreviation (e.g., “HI”).
  • ZIP Code – Enter five-digit ZIP code. If known, include ZIP +4.
  • Email – Enter an email address, if available.
  • Home Phone – Enter a home telephone number with area code.
  • Cell Phone – Enter a cell phone number with area code.
  • HMSA Subscriber Number(s) – Please include the HMSA subscriber number(s) as indicated on the HMSA membership card. If more than one member ID exists, include all HMSA IDs that this authorization should apply to.
  • Birth Date – Enter the birth date in the format mm/dd/yyyy (e.g., 07/15/1990).

Part B - Request type

Select from the choices provided. If choosing “Other,” be as specific as possible to ensure you receive copies of the correct records.

Part C - Record dates

Specify the range of dates for the records you’re requesting. Enter date in the format mm/dd/yyyy.

Part D - Record format

You may request copies of your records in one of two formats:

  • Paper – Records will be copied and provided to you in paper format.
  • Electronic – Scanned images of your records will be transferred to a secure, encrypted, and password protected CD or DVD to view on a computer.

Part E - Delivery method

Your records will be delivered to you via one of the following methods:

  • Pick Up at an HMSA Office – You’ll be notified when your records are available for pick up at the HMSA location you indicate on the form. A photo ID will be required before the records can be transferred to you.
  • Send Via Certified Mail – The records will be sent to you via certified mail to the address listed on your HMSA account.

Part F - Your individual rights

This section of the form describes your rights as indicated by applicable state and/or federal laws.

Part G - Signature

The member should print their name and sign at the bottom of the form. If a person with legal authority other than the member is signing the form, please print the name of the person with legal authority and their relationship to the member, and provide a copy of documentation verifying the legal authority (e.g., a copy of a legal power of attorney).

Return the completed form to the following address:

HMSA Privacy Office
P.O. Box 860
Honolulu, HI 96808-0860