Request records for someone you care for

Best first step: Confirm your relationship to the patient and what authority you have to request records. Proxy portal access, caregiver access, emergency contact status, and legal representative authority may each allow different things.

• You may be able to request records for someone you care for if you have patient permission, legal authority, or verified parent or guardian access.
• Being a caregiver, family member, visitor, or emergency contact does not automatically allow records access.
• Requests may require identity verification, legal documents, a release of information, or records-team review.
• Portal access does not always include full records access.
• Brookhaven behavioral health records, crisis notes, safety plans, teen records, and sensitive information may be limited or require additional review.
• Do not wait for a records request if the issue involves immediate care, medication safety, self-harm risk, or medical emergency.

Requester type	What may be needed
Adult patient	Identity verification and request details.
Parent of a minor child	Relationship verification, identity verification, and review of age-based privacy limits.
Legal guardian or conservator	Current legal documentation showing authority and scope.
Authorized caregiver or support person	Patient permission, release of information, or specific authorization for records.
Representative for an adult dependent	Patient permission or legal documents, depending on the patient’s status and requested records.

• Patient full name and date of birth.
• Your full name, contact information, and relationship to the patient.
• Proof of identity, if requested.
• Patient authorization or release of information, if needed.
• Parent, guardian, custody, conservatorship, or representative documents, if applicable.
• Facility or service name, such as Brookhaven, Alchemilla, or Silent Hill Health portal.
• Dates of service or approximate visit dates.
• Specific records needed and why they are being requested.
• Preferred delivery method, if available.

• Visit summaries or after-visit summaries.
• Discharge instructions or discharge summaries.
• Medication lists or medication instructions.
• Appointment history or follow-up instructions.
• Lab, imaging, or diagnostic reports when applicable.
• Care plans, referrals, or provider letters when available.
• School, work, or return-to-care documentation when appropriate.
• Selected Brookhaven records after privacy review, when allowed.

Important: A record may be limited because it is sensitive, not because it does not exist. Portal visibility and records-release eligibility are not always the same.

• Brookhaven behavioral health assessments, therapy notes, or provider comments.
• Crisis referrals, wellness checks, safety reviews, or observation notes.
• Safety plans or sensitive safety details.
• Teen or adolescent-sensitive information.
• Substance-use, reproductive, behavioral health, or other sensitive-care information.
• Records that include information about another person.
• Records that require legal, privacy, or clinical review before release.

• Parent or guardian identity may need to be verified.
• Custody or guardianship documents may need review.
• Some records may be visible for younger children but limited for teens.
• Some sensitive-care records may require the patient’s permission.
• Brookhaven behavioral health records may have additional limits.
• Proxy portal access may not include every record available through a records request.

• The adult patient may need to sign a release or authorization.
• Legal representative documents may need to be current and complete.
• Power of attorney, guardianship, conservatorship, or health care agent documents may have limits.
• Some records may still require privacy review before release.
• Portal caregiver access may not equal full records access.
• Requests may be denied or narrowed if authority cannot be verified.

• Some Brookhaven records may be released only to the patient.
• Some records may require patient permission even for a caregiver or family member.
• Some safety-plan or crisis details may be limited or partially released.
• Some notes may not appear in the portal even if they exist in the record.
• Some records may require provider, privacy, or legal review.
• Records involving another person may be redacted or restricted.

1. Identify the patient whose records are needed.
2. Explain your relationship to the patient.
3. Provide patient authorization or legal documents if requested.
4. Identify the facility or service, such as Brookhaven or Alchemilla.
5. Provide the dates of service or approximate visit dates.
6. List the specific records you need.
7. Explain whether the records are needed for care coordination, school, work, legal, insurance, or another purpose.
8. Ask whether any records require additional privacy review.
9. Ask how records will be delivered and whether any fees, delays, or redactions may apply.

• You may be asked for additional documentation.
• The patient may need to provide permission.
• The request may be narrowed to specific records or dates.
• Some records may be redacted before release.
• Some records may be delayed for privacy, legal, or clinical review.
• Some records may be denied if authority cannot be verified.
• You may be directed to a different process if the request is urgent care-related.

Do not wait for a records request, portal update, privacy review, or routine callback if the patient may not be able to stay safe or needs immediate care.

• The patient has thoughts of self-harm or harm to others.
• The patient has a plan, intent, or access to means for self-harm or harm to others.
• The patient says they cannot stay safe or asks not to be left alone.
• The patient is missing, has left unexpectedly, or cannot be contacted after expressing safety concerns.
• There is a suspected overdose, severe medication reaction, withdrawal concern, or medical emergency.
• Symptoms are escalating faster than the current plan can manage.
• You need medication, discharge, or safety information immediately to prevent harm.

Use crisis or emergency support right away. If there is immediate danger, use emergency services.