Understanding Your Health Records

Keeping track of your health records can be overwhelming, but we are committed to streamlining the process as much as possible. Copies of all digital documents that you sign for our practice are available for you to download and view in the client portal. Roots & Wings stores your private health information in a secure system, and you can request that we prepare and share this information with you, your other health care providers, or other third parties to whom you give specific permission.  

When you complete the Document Request Form below, you can specify who has access to your information in addition to yourself, and you can specify how much of that information you’d like to remain private as well. For example, you may want your clinician to coordinate with another healthcare provider to facilitate a new course of treatment, or advocate for specific needs on your behalf. We can assist you by preparing your records, to be sent securely to a party of your choice, or by requesting your clinician to write a document or letter specifically to address your needs. Contact us via phone or email to discuss your options, or proceed to the steps below to start the record request process.  

How to Request Records from Our Practice

We are committed to maintaining the privacy and security of your personal health information. If you need to request records from our practice, you may follow the steps below to submit your request, and we will begin working on it as soon as we have all the necessary information. If you would like us to send your records to anyone other than yourself, you will need to complete a Release of Information (ROI) which is included in the Document Request Form as well.

For Clients and Parents/Guardians of Clients

If you are a client or a parent/guardian of a client, you can request records by following these steps:

  • Complete a Records Request Form: Download and fill out the Document Request Form below or pick up a copy in our office. 

Document Request Form

  • Submit the Form: You can submit the completed form via email or in person at our office. If you choose to email the form, please send it to [email protected].
  • Processing Time: Once you have submitted the completed document request form, we will review and confirm the information on the request. Once all the information is confirmed, it will take up to 10 business days to process and deliver your information.
  • Fees: In some cases, there may be a fee associated with copying and sending records. We will inform you of any charges before proceeding.

For All Other Requests

For non-client requests (such as requests from legal representatives, insurance companies, or third parties), please follow these guidelines:

  1. Submit a Formal Request via Fax: Send a formal request on official letterhead via fax to 757-601-8254. Your request should include:
    • The name, phone number, and fax number of the requesting party
    • A detailed description of the records needed
    • The purpose of the request
    • All relevant client information (e.g., client’s name, date of birth)
    • Signed Release of Information (ROI) form from the client or their parent/guardian which specifies the range, extent, and destination of the records being requested.
  2. Verification of Authorization: We require appropriate authorization for all record requests. For legal or third-party requests, we will contact the client or client’s representative to obtain an ROI form, which is required in order for us to proceed with your request.  
  3. Processing Time: Formal requests require 10-15 business days of processing from the date on which the request was received. We will contact you if there are any delays in processing, such as missing authorizations or if the extent of the request requires additional administrative support.
  4. Fees: Fees may apply for processing and copying records. We will notify you of any charges before completing the request.

Contact Information

For any questions or further assistance, please contact us at:

  • Phone: 757-758-3042
  • Email: [email protected]
  • Fax: 757-601-8254
  • Office Address: 1403 Greenbrier Pkwy, Suite 225, Chesapeake, VA 23320

Thank you for your cooperation. We are here to assist you with your records requests in accordance with our policies and procedures.