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Sutter Health Fax Number — Where to Send Medical Records and Referrals

Sutter Health is a Northern California network of hospitals, medical foundations, and outpatient clinics spread across the Bay Area, Sacramento, and the Central Valley. There is no single Sutter fax line — each hospital and each affiliated medical group routes records through its own health information management (HIM) desk. The correct fax number is printed on the authorization form the facility returns to you, listed on the location's page in your My Health Online patient portal, or given to you when you call that campus's medical records office. Confirm it against the department you actually need before sending, because a Sutter cardiology clinic and its hospital HIM office rarely share a line.

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Sutter Health Fax Number

Contact the specific Sutter Health facility's health information management department for its fax number

Hours: Sutter Health HIM and medical records offices generally run Monday through Friday, 8:00 AM to 4:30 PM Pacific time. Hospital emergency and inpatient units accept clinical faxes around the clock.

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What You Can Fax to Sutter Health

  • Medical records and continuity-of-care summaries
  • Specialist and physician referral forms
  • Insurance and surgical pre-authorization requests
  • Prescription and medication refill requests
  • Lab, pathology, and imaging results
Tip: Every page you send carries protected health information, so use a HIPAA-eligible service rather than a shared office machine or a free web faxer; Send FAX Mail's Business plan at $79.99/month is built for that and gives you a timestamped delivery receipt as proof the records landed. Repeat the patient's full legal name, date of birth, and Sutter MRN on each individual page, since long record sets get split apart in a scanning queue. Name the receiving Sutter department on the cover so it is not left sitting in a general intake pile.

Faxing to Sutter Health — FAQ

Release-of-information turnaround at Sutter is typically measured in a handful of business days for routine requests, though a large chart or a request needing physician review runs longer. California law also gives you a firm outer deadline for copies of your own records, so if a facility goes quiet you can follow up citing that right.

Third parties can request Sutter records, but the HIM office will only act on a request backed by a valid, patient-signed authorization that names the requester. Fax the signed authorization together with the request to the treating facility's HIM line, and include a return fax or address so Sutter knows where to send the copies.

The portal covers a lot of day-to-day results and messaging, but it does not surface every historical document, and it cannot forward a complete legal record set to an outside provider on its own. When another doctor, a disability program, or a lawyer needs the full chart, a faxed authorization to the facility HIM office is still the standard path.

Often yes. Sutter's affiliated groups and hospitals keep their own record systems, so care delivered at a Sacramento hospital and a Bay Area clinic may live in separate HIM offices. Ask each facility whether it can pull the other's records or whether you need to send a separate authorization to each one.

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