About Collatab
Collatab is a directory of the fax numbers, phone numbers, Direct addresses and portals that agencies, courts, hospitals and health centers publish for records requests, with the source and date of each. It also has a phone app for keeping a client's collateral contacts.
What it lists
Offices where a clinician can send a records request, and the fax numbers, phone numbers, Direct addresses and portals those offices publish for it. The directory lists organizations and offices only, never individual people. Today it holds 23,212 source records, joined into 18,008 physical offices, with 33,196 routes.
How routes are collected
Every route comes from a public source named on its record: federal registries and bulk files, West Virginia, Maryland and Ohio state pages, and a few hospital and health center pages entered by hand. Sources lists each one with its rights status and the dates it was fetched.
When several sources describe the same physical office, they are joined on one page. A join needs a shared identifier (NPI, CMS provider number, HRSA site number) or the same normalized name and street address. Each route stays labelled with the source that published it.
When sources give different values for the same office and channel, the page shows them side by side with each source and date. The directory does not pick one.
What the fields mean
- Accepted purpose is the use the source says a route is for, in the source's words, such as "Fax Medical Records". "Not stated by source" means the source did not say. It does not mean the route accepts every purpose.
- Conditions, hours and turnaround are copied from the source. "None stated" and "not published" mean the source gave nothing.
- Source date is the date the source gives for its own data. Checked is the date the directory fetched the source. They can differ by months.
- Department is the department or record label in the source. Registry sources label their contacts, for example "NPI practice contact".
- A plain warning appears on a route when its value looks wrong: an area code outside the office's state, or an address with a state or ZIP code that does not fit that state.
What is confirmed
Nothing here is confirmed by the office. A route without an approved report carries the badge "Published by source — no reports yet": the source published it, and nobody has reported on it here. Each route shows three dates that mean different things: the source date, the date the directory checked it against the source, and the date of the last reviewed report.
Every route has a form, "Report on this route", for anyone who has tried it: what happened (worked, did not work, number has changed), the corrected value if there is one, the accepted purpose, conditions, business days it took, the date, and an optional note. Reports are anonymous: there is no login, no name is asked for, and the directory cannot tell who sent one. A report changes nothing by itself. A reviewer reads it, and only an approved report changes the badge: "Reported working on", "Reported not working on" or "Reported changed on" the date it was tried. The note is never published and the number of reports is never shown.
What this site stores
The site does not use cookies or analytics, and every file it loads comes from this site. Your light or dark choice is saved in your browser's local storage on your device and is not sent anywhere. A search stays in your browser; its text is kept only in the address fragment after the # sign, which browsers do not send to a server.
Sending a report stores what you typed in the form, the time, and a salted hash of your network address, never the address itself. The hash is used only to limit reports to 20 a day from one connection. The salt is random and replaced every month, and the old salt is deleted, so a hash from a past month cannot be matched to an address. Each route's page also asks this site for that route's approved status; that request carries the route's id and no cookie.
Links to a source open that source's own website, which has its own policies.