Health Records Request

Health Records

Information About Requesting Health Records

Access Request

What is a request to access health records?

When an individual is requesting access to view or receive copies of their own documented health information.

What are the options for access?

Viewing – A time and date can be arranged to view the health records in person at our Dickenson location or through a virtual meeting.

Copies – Can be provided of either the entire health record, or certain parts, in the format and to the location of choice.

  • Form & Format Options:
    • Electronic* sent via secure email or e-fax
    • Electronic* on CD sent via certified post or picked up
    • Electronic* on USB sent via certified post or picked up
    • Printed sent via post or picked up

*Electronic copies are in PDF format and will require PDF reader software to view.

Online Portal – For more information, please go to: https://www.wellpower.org/wellpower-app

Can the request be denied?

Yes. Some requests for access are reviewed by designated mental health professionals who determine whether the request will be granted in-whole, granted in-part, or denied. State and federal statutes outline specific conditions for granting or denying access to health information.

If the request has been denied in part or in full, the requestor will be notified. If the denial is eligible for an appeal, the requestor can initiate a request for review by contacting the HISM team. Information on how to submit an appeal will be included with the denial notification.

Do I have to pay anything for an access request?

Maybe. If fees are applied, an invoice will be provided with the total and instructions on how to make payment. Payment must be received before health records will be released.

WellPower is a non-profit organization focused on the well-being and service of the Greater Denver area. The fees applied to your request help continue to support those services to the community.

FORM & FORMAT & FEE

  • Viewing - No fee
  • Copies
    • Secure e-mail*
    • Compact Disc - $6.50 flat fee
    • Jump Drive*
    • Printed Paper - Fee is calculated based on cost of materials and postage, never to exceed $25. Paper copies can also be notary certified, if needed, at $10 per section.

*Electronic copies are in PDF format and will require PDF reader software to view

DOCUMENT TYPE & FEE

  • Administrative Paperwork - No fee
  • Summary of Services - No fee
  • Medication List/ Lab Results/Diagnosis - No fee
  • (Neuro)psychological Report - No fee for first copy

**other exceptions may apply

Third Party Request

What is a third-party request for health records?

When an individual is requesting health information to be released
to a person and/or organization outside of WellPower, such as
attorney/public defender, outside healthcare provider, social
security, insurance, probation/parole, etc.

What are the options for third-party?

Copies - Can be provided of either the entire health record, or certain parts, in the format and to the location of choice.

  • Form & Format Options:
    • Electronic* sent via secure email or e-fax
    • Electronic* on CD sent via certified post or picked up
    • Electronic* on USB sent via certified post or picked up
    • Printed sent via postal mail or picked up

*Electronic copies are in PDF format and will require PDF reader software to view.

Do I have to pay anything for a third-party request?

If the request is to send records to a third-party, fees are applied per Colorado state regulations and are to be paid for by the third-party. If fees are applied, an invoice will be provided with the total and instructions on how to make payment. Payment must be received before health records will be released.

WellPower is a non-profit organization focused on the well-being and service of the Greater Denver area. The fees applied to your request help continue to support those services to the community.

Fees are waived for requests:

  • To other healthcare providers
  • To probation or parole departments / courts
  • To department of human services
  • To grant awardees of the Laura Hershey Disability Act (“LHA”)
  • By court order

Additional exceptions may apply.

Submit a Health Record Request

Who can sign off on a request for health records?

The individual who is the subject of the health information or their “personal representative,” if applicable.

A “personal representative” is anyone who has legal authority to make decisions about the individual’s healthcare, including rights to access the health record. This could be a parent or parents (for unemancipated minors) who maintain(s) medical decision-making authority, a court-appointed legal guardian, someone with healthcare power of attorney, etc.

As applicable, supporting documentation must be included with the request, such as birth certificate, court order, or healthcare power of attorney.

How long does it take?

All requests will be reviewed by the Health Information Systems Management (“HISM”) team and an initial response will be issued within ten business (10) days. Requests can take up to fifteen (15) to thirty (30) calendar days to complete.

How much time is needed depends on the nature of the request, the number of requests already in queue, any need for additional documentation, and occasionally due to staffing. HISM will notify the requestor if anything else, and/or more time, is needed.

If a request is time sensitive, it is important to give ample time for a request to be completed.

Access Request

A written request must be submitted to the HISM team. There are two options on how to do this:

1. Download the form: Complete and hand sign the “Request for Access to Health Information” form.

Submit the completed form to the HISM team by email, fax, postal mail, online document upload or in-person (contact information provided below). A readable copy of the requestor’s valid government-issued ID must be included to verify signature.

OR

Complete online: Complete and e-sign the “Request for Access to Health Information” form online using docusign here:

Third-Party Request

A written request must be submitted to the HISM team. There are three options on how to do this:

1. The third-party directly submits a written request for the information to HISM (this is the most common option).

OR

2. Download the form: Complete and hand sign the “Authorization to Release Protected Health Information” form.

Submit the completed form to the HISM team by email, fax, postal mail, online document upload or in-person (contact information provided below). A readable copy of the requestor’s valid government-issued ID must be included to verify signature.

OR

3. Complete online: Complete and e-sign the “Authorization to Release Protected Health Information” form online using docusign here:

Once we receive the completed form, we may reach out to you to confirm your request, with any questions, and/or to coordinate any next steps.

Make a Payment

If a fee is applied to your request, an invoice with instructions on how to make payment will be provided. Please follow the instructions on the invoice or call us with any questions.

Contact Us

Health Information Systems Management

Address: 4141 East Dickenson Place, Office #170, Denver, Colorado 80222
Main: (303) 504-6510
Fax: (303) 504-6504
Email: HISM@wellpower.org
Hours: Monday to Friday, 8:00 am to 4:30 pm. We are closed on all major holidays. Please see wellpower.org/closures for up-to-date holiday closure information.