How to Request Records from Our Practice

Keeping track of your health records can be overwhelming, but we want to streamline the process as much as possible, for you and us, as well. 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.  

We are committed to maintaining the privacy and security of your personal health information. To request documents or records from our practice, please complete the Document Request Form by clicking the button below labeled “Complete a Document Request Form.” Once your form is submitted, our administrative team will begin processing your request.
Please note: If you are requesting that your records be released to someone other than yourself, a Release of Information (ROI) will also be required. This form will be sent to you via the SimplePractice Client portal after we receive your document request. Thank you for your cooperation in helping us handle your information securely and efficiently.

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: Fill out the Document Request Form below:
  • Submit the Form: Once you hit submit, the form is securely processed and sent to our administrative team.
  • 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 10-20 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.