Madisonville VA Clinic Fax Number — Request Your VA Records
Getting your VA records to or from Madisonville VA Clinic starts with the Release of Information staff who manage the charts. Based in Madisonville, Kentucky, Madisonville VA Clinic is a VA outpatient clinic that serves enrolled veterans across the Ohio Valley. Because a veteran's chart is protected health information, this guide covers both where to send it and how to keep the transmission compliant.
Madisonville VA Clinic Fax Number
Call Madisonville VA Clinic and ask whether your document goes to the clinical team or the records office
Hours: Administrative offices keep weekday business hours, while the clinical team handles time-sensitive orders during clinic hours.
Send a Fax NowWhat You Can Fax to Madisonville VA Clinic
- Outside records you want added to your VA chart before an appointment
- A signed VA Form 10-5345 authorizing release of your VA medical records
- A completed VA Form 10-10EZ, Application for Health Benefits
- A community care referral or consult and its supporting clinical notes
- Income or dependency documents supporting an enrollment or copay determination
How your records move at Madisonville VA Clinic
Record requests at Madisonville VA Clinic are handled by the Release of Information office, not a general clinic line. Staff confirm the veteran's identifiers on the authorization before releasing anything. Include a callback number so staff can reach you with a question.
Adding outside records to a chart at Madisonville VA Clinic
Faxing outside records to Madisonville VA Clinic to add to a veteran's chart reaches the office that files them. Records requests are worked by the Release of Information office once a signed release is on file. Include the veteran's identifiers and the service or records involved.
Faxing VA records to Madisonville VA Clinic the compliant way
Because these documents hold health information, the transport to Madisonville VA Clinic has to be compliant. A walk-in machine in a shared space cannot promise the confidentiality veterans' records deserve. Send FAX Mail's Professional plan ($39.99/month) and Business plan ($79.99/month) both include HIPAA coverage and encryption for documents bound for Madisonville VA Clinic.
Faxing to Madisonville VA Clinic — FAQ
No. Madisonville VA Clinic routes faxes to separate office lines, so the Release of Information office and the community care and referral office do not share a number. What you send to the Release of Information office will not reach the referral office. Identify the destination before sending so nothing is misrouted. Sending to the wrong line only delays the request.
Label each page with the veteran's name, date of birth, and the last four of the SSN. Note the target office — the Release of Information office, referrals, or enrollment — on the cover sheet. With identifiers and destination clear, nothing gets misrouted. Check the details once before you send so nothing bounces back.
Madisonville VA Clinic receives faxes at any hour, but the offices that process them keep set schedules. Processing at the Release of Information office generally runs Monday through Friday during business hours. Urgent referrals reach the coordinating team during business hours regardless of the office schedule. A brief follow-up call confirms an urgent fax to Madisonville VA Clinic was seen.
It can be, with the right service. Some VA records carry extra confidentiality under 38 U.S.C. 7332, so the transport especially has to be secure. Send FAX Mail includes HIPAA and encryption from $39.99/month for faxes to Madisonville VA Clinic. Handled that way, the records stay within the rules end to end.
Outside records to add to the chart go to the Release of Information office, while a clinical order goes to the clinical team. Ask Madisonville VA Clinic where outside records should be sent to reach the chart. Send a prior result so the provider has the history before the visit. Confirm the current fax with Madisonville VA Clinic before you send. The result is a clean hand-off to the right office at Madisonville VA Clinic.
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