How We Request Medical Records

1. You Give Permission

When you complete your application, you sign a HIPAA-compliant authorization form. This gives the insurer permission to request medical information from your healthcare providers if it’s needed for underwriting.

2. The Copy Service Steps In

Insurance companies rarely contact doctors directly. Instead, they use a copy service — a professional record retrieval company that securely obtains your medical records on the insurer’s behalf.

• Sends a formal, HIPAA-authorized request to your doctor’s office or hospital.
• Handles follow-ups and coordinates with the medical records department.
• Pays any record-copying fees that the provider charges.
• Scans and securely uploads the records to the insurer for review.

3. Your Doctor’s Office Responds

Your doctor or their medical records staff verifies the authorization, prepares the requested documents, and sends them securely to the copy service. Some offices can do this electronically in a few days, while others — especially smaller practices — may take several weeks.

4. Why the Process Can Be Slow

This step is often the slowest part of the life insurance process. Medical offices handle hundreds of record requests from patients, attorneys, and insurers every week, and many still use manual systems. Even with a copy service following up, it can take two to six weeks (sometimes longer) to receive complete records.

Delays don’t mean there’s a problem with your application — it’s simply how long it takes for providers to release the information securely and in compliance with privacy regulations.

5. Underwriting Review

Once the records arrive, the insurance company’s underwriting team reviews them to verify your health history, lab results, and any past diagnoses. These details help determine your eligibility and the best possible rate class.

6. LifeInsure.com Tracks Your Progress

At LifeInsure.com, we monitor each step of this process and follow up regularly with both the copy service and the insurer. Our goal is to make sure your application keeps moving and that you stay informed about what’s happening behind the scenes.

In short: The copy service is the secure middleman between your doctor and the insurance company. While it can take some time, it’s a normal, necessary, and privacy-protected part of getting your life insurance approved.