Submit guardianship or legal representative documents

Best first step: Submit the most current complete document, not only a signature page. Include the patient’s name, your relationship to the patient, and what access or action you are requesting.

• Legal documents may be needed before Silent Hill Health can grant access, release records, or discuss care with a representative.
• Submit complete, current documents whenever possible.
• Staff may need to verify identity, relationship, document scope, expiration dates, and whether the document applies to health care decisions or records.
• Proxy portal access, caregiver access, records access, and decision-making authority may still be separate.
• Brookhaven behavioral health records, crisis information, safety plans, teen records, and sensitive care may require additional review.
• Do not wait for document review if the issue involves immediate safety, medical emergency, or urgent care needs.

• Requesting records for a child, teen, adult dependent, or another adult.
• Requesting proxy access for a child or dependent.
• Asking staff to discuss care with you as a legal representative.
• Making or supporting care decisions for a patient.
• Updating a patient’s authorized people or emergency contacts.
• Helping with Brookhaven discharge planning, safety planning, or follow-up coordination.
• Clarifying custody, guardianship, conservatorship, or representative authority.

Document type	What it may help verify
Guardianship order	Who is legally responsible for the patient and what authority the guardian has.
Custody documentation	Who may access information or make decisions for a minor child, depending on the document scope.
Conservatorship order	Whether the representative has authority over health, records, finances, or other areas.
Health care power of attorney or health care agent form	Who may act or receive information under the document and when that authority applies.
Release of information	What information may be shared, with whom, for what purpose, and for what time period.
Placement, foster care, or agency documentation	Whether a caregiver or agency representative may receive information or coordinate care.

• Use the most recent version of the document.
• Include all pages, not just the signature page.
• Make sure names, dates, court stamps, signatures, or notary sections are readable.
• Check whether the document has an expiration date or condition.
• Check whether the document mentions health care, records, or decision-making authority.
• Remove unrelated documents that are not needed for the request.
• Ask how to submit securely if the document includes sensitive information.

1. Identify the patient record the document should be connected to.
2. Explain your relationship to the patient.
3. Explain what you are requesting: records, proxy access, care communication, decision support, or another action.
4. Attach or provide the complete document using the approved secure method.
5. Include your contact information for follow-up questions.
6. Ask whether the document is enough for the requested access.
7. Ask when review may be completed.
8. Ask whether any Brookhaven or sensitive-care limits may still apply.

• Patient full name and date of birth.
• Your full name and contact information.
• Your relationship to the patient.
• The type of document being submitted.
• The action you are requesting.
• Which facility or service the request applies to.
• Whether the request involves Brookhaven, Alchemilla, portal access, records, or care communication.
• Any deadline, appointment date, discharge date, or care coordination need.
• Any safety, privacy, custody, or access-misuse concern.

Review area	What staff may check
Identity	Whether the requester and patient can be verified.
Relationship	Whether the document clearly connects the requester to the patient.
Scope	Whether the document allows health care decisions, records access, communication, or another requested action.
Dates and status	Whether the document is current, expired, revoked, temporary, or conditional.
Sensitive-care limits	Whether Brookhaven, teen, crisis, safety-plan, or other sensitive records require additional review.

Important: Legal representative documents may confirm authority for one purpose but not another. Records access, portal access, care communication, billing access, and decision-making authority may still be separate.

• The document does not include health care authority.
• The document does not include records access.
• The document is expired, incomplete, unclear, or missing pages.
• The document applies only to certain dates, services, or decisions.
• The patient is an adult and still has privacy rights in some areas.
• The requested record includes teen, Brookhaven, crisis, safety-plan, or sensitive-care information.
• The request requires a separate release of information or formal records request.

• Some Brookhaven notes may not appear in portal access.
• Some records may be released only after privacy or clinical review.
• Safety-plan details may be partially limited.
• Crisis referrals or wellness checks may have additional restrictions.
• Records involving another person may be redacted or restricted.
• Support people can still share urgent concerns even if information cannot be shared back.

• New guardianship, custody, or conservatorship order.
• Updated power of attorney or health care agent document.
• Revocation or removal of a legal representative.
• Updated placement or agency documentation.
• Expired temporary authority.
• Change in patient age, dependent status, or decision-making status.
• New safety, privacy, custody, or access-misuse concern.

Do not wait for legal document review, portal access, records release, or a 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.
• A custody, guardianship, or access issue is creating immediate safety risk.
• You need urgent care guidance before document review can be completed.

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