How to send a form to your Circle Medical provider
Recommended: Send your form in the app or on the web portal
Important note: To reduce delays, if there are any parts of the form that you need to complete, please do so prior to sharing your document.
Tip: For a walkthrough with screenshots, see how to share medical records with your Circle Medical provider.
By email:
Send your form to [email protected] from the email address linked to your Circle Medical account. Using that address helps us match your form to your chart faster.
Tip: Be sure to describe the type of form, and what you need from your provider.
By chat:
You can also send forms via chat in the app or web portal. Our chat is HIPAA-compliant, so it's safe to share medical documents there. Please be sure to include any details about your request.
Some forms need a different clinician. Check which forms your Circle Medical provider can complete.
What happens after you send your form
Your form is uploaded to your account. Once you share your form, it gets uploaded to your account. You’ll be able to see it in the ‘Documents’ section of the app or web portal.
We send it to your provider. Your form goes to the provider who treats the condition involved, whenever possible.
Your provider reviews it. They'll decide what they can complete based on their clinical judgment.
You’ll get a message in your mobile app or web portal. Be on the lookout for updates in your Secure Care Inbox and chat from the support team.
Some forms need your signature as well as your provider's. If yours does, the support team will let you know what to do.
Tip: Check your app or web portal regularly for updates. If you don't see anything yet, your form is most likely still under review.
How long it takes
Most patients hear back within 3 to 5 business days of receiving your form. Longer or more detailed forms can take more time.
Important note: This is a timeline for a response, not a promise that the form will be completed.
Tips:
Please send your form as early as you can, and always share your real deadline.
If you haven't heard anything after 5 business days, chat in and the support team will check the status for you.
What your provider may decide
After reviewing your form, your provider may:
Complete and sign it
Complete only the parts they can support, and mark the rest as not assessed or N/A
Ask you to book an appointment first, so they can discuss your request in more detail
Ask for more records before they can respond
Let you know the form needs a different type of clinician, such as a specialist or an in-person provider
Important note: Sending a form does not guarantee it will be completed. Your provider can only confirm things they've assessed themselves or verified in your records. This protects you, since an inaccurate form can be rejected by an employer, school, or insurance.
Tips to help avoid delays
Send the complete form. Include every page, including instruction pages and the signature page. Use a clear PDF or scan rather than a cropped photo. If the file is password protected, let us know the password through chat.
Fill out your sections first. Add your name, date of birth, address, employee or student ID, claim number, and employer or school details. Sign and date any patient authorization sections. Please leave the clinical sections blank for your provider.
Be specific about what you need. Include the form name, who's asking for it, why you need it, the condition involved, and the exact dates, leave period, or restrictions being requested. Let us know if this is a new request, an extension, or a correction.
Give us your deadline. Tell us the due date and where the completed form needs to go.
Say how it should be delivered. Let us know if you need the form returned to you, or sent directly to an employer, school, insurance, or agency. Include a verified fax number or secure address if it needs to go directly to them.
Book an appointment if the form needs one. This applies to most leave, disability, accommodation, emotional support animals (ESA), clearance, and work restriction forms. Book with the provider who treats the condition involved when you can.
Send supporting records early. Specialist notes, hospital records, therapy records, test results, and immunization records all help. For leave or disability forms, include your job duties and which ones your condition affects.
Complete any questionnaires we send. These help your provider, but they don't replace an appointment when one is needed.
Getting your completed form back
Once your provider completes your form, the support team will share it with you securely through a link shared via chat. The support team never sends your health information as a regular email attachment.
Tip: Watch your Secure Care Inbox and your chats with the support team for the completed form or an update on your request.
If your employer or school contacts us
They can send accommodation paperwork or requests directly to [email protected].
Important note: Providers use their discretion when approving accommodation form requests. Accommodation form completion is not guaranteed.
Forms your Circle Medical provider can often help with
These document types may be filled out by your provider when clinically appropriate. Please note that form completion is subject to your provider's clinical discretion and judgment.
Form or letter | What to expect |
Diagnosis confirmation letter | Available when your diagnosis is documented with us, or we've reviewed and verified outside records. |
General provider letter | For insurance reimbursement, time away from work or school, and similar needs. |
FMLA or medical leave certification | Usually needs an appointment first. Some employers require an MD or DO rather than an NP or PA. |
Short-term or temporary disability | Your provider needs to be able to describe your condition, limitations, and expected timeline. An appointment is generally needed. |
California Employment Development Department (EDD) or State Disability Insurance (SDI) paperwork | Please see the section below. |
Return to work or work restrictions | Possible once your provider has assessed the condition involved. |
Work or employment physical form | Possible if we performed the exam the form asks about. |
Preoperative clearance | Possible once the clearance evaluation has been done. |
Immunization verification for school or work | We can only confirm vaccines we gave you or can verify in your records. |
Travel letter for medication or a diagnosis | Can include your medication, dosage, and travel dates. |
Travel insurance form | Possible if it doesn't need an exam or details we can't verify. Some require a physician. |
Emotional support animal letter | For established patients who are in active treatment for a supporting diagnosis. Usually needs an appointment. |
Letter of medical necessity | For medications, treatments, or insurance appeals your provider can support. |
Tier exception or insurance medical information form | Possible when your provider can document the medical reasoning. |
Medication assistance or enrollment forms | Often need your signature as well as your provider's. |
CPAP or medical equipment forms | The support team fills in your details, and your provider completes the clinical sections. |
Asthma action plan | We have a template for this. |
California EDD and SDI paperwork
This one works differently. California Employment Development Department (EDD) forms must be submitted online by an EDD-verified, California-licensed provider, or on an official paper form. Scanned copies aren't accepted, and processing can take several weeks.
Send these to us as early as possible.
Forms that usually need a different clinician
We want to be upfront so you don't lose time waiting on what types of forms or requests your Circle Medical provider likely can't complete.
Form or request | Why Circle Medical can't help |
ADHD testing accommodations | We don't perform the psychoeducational or neuropsychological testing these forms are based on. Your provider may be able to give you a diagnosis confirmation letter instead. |
School or testing accommodation forms | These usually ask a clinician to recommend specific accommodations based on specialized testing. A psychologist, neuropsychologist, psychiatrist, or your school's evaluation team is normally the right fit. |
Permanent or long-term disability determinations | These usually need an in-person exam, specialist assessment, or a longer treatment history than we have. |
Functional capacity evaluations | These need standardized physical testing that can't be done over telehealth. |
Forms needing a physical finding we haven't examined | Your provider can't confirm something they haven't personally assessed. |
Forms about someone else's care or attendance | For example, leave paperwork confirming you were with a family member in the hospital. The clinician who was there should complete it. |
Forms asking us to sign off on another clinician's assessment | Your Circle Medical provider needs to make their own assessment first. |
Forms outside a provider's license or credential | Some agencies require a specific credential, certified examiner, or state-registered provider. |
Important note for newer patients: If you've only had one appointment, or you've just been diagnosed, your provider may not yet have enough history to support work accommodation or ADA paperwork. A diagnosis letter is often a good first step.
Need more help?
Chat in through the mobile app or web portal to connect with the support team.