Release of Information (ROI)

Services Provided

• Individuals
• Health Care Facilities
• Insurance Companies
• Lawyers and Judges
• Government Agencies
• Command Authorities
• Investigating Officers
• Others

We also provide copies of records for record and/or documentation requests and an accounting of record disclosures.

General Information

Policies

All requests for health information must be made in writing. HIPAA law and AFI 41-200 allows up to 30 days of receipt of the DD Form 2870, Authorization for Disclosure of Medical or Dental Information to complete requests for health information. Requestors are required to provide government-issued photo identification to receive copies of medical records.​

Requests that are in excess of 25 pages, will be downloaded onto a CD, unless otherwise requested. Copies of medical records via patient portal or email are free of charge. Separating and retiring Airmen may request one complete copy of their Service Treatment Record no earlier than 179 calendar days and no later than 30 calendar days prior to the date of their final out-processing appointment.

Payments for Additional Copies

If additional copies are requested, requestors will be charged a copying fee of $0.15 per page and a processing fee of $20.80/hour. For a CD, requestors will be charged a fee of $20.80. Payments are accepted via check or money order only. Please make them payable to: RMO, Buckley SFB, CO. Mail payments to:
 

Request Medical Records by Fax, Mail or Email

Individuals

Complete and sign the DD Form 2870 request form for yourself, your children or as a guardian and return to Release of Information. Substance Use Disorder Clinical Care (SUDCC) Clinic records must be requested separately using DA Form 5018-R.

Third Parties

Requestors can submit requests on their own official letterhead or forms by mail or fax. Legal requests must be sent by mail with wet-ink signatures. Requests not requiring patient authorization, particularly from investigating officers, staff judge advocates, Command authorities and government organizations, should complete the top portion DA Form 4254 and provide appointment orders and/or other official documentation including front and back of ID card to prove identify and personal need to know. 

Where to Send Records Requests

We accept records requests via mail, fax, and email. Please mail records requests to:

Requesting Archived Medical Records

Buckley maintains outpatient records for a period of two years after the patient's last medical encounter (excluding active duty and their dependents). After such periods, records will be retired.
 
Patients may obtain copies of their archived record(s) directly from the National Personnel Records Center (NRPC) by contacting 314-801-0800 or by visiting their homepage or, write to NRPC at the following addresses: 

National Archives & Records Administration

All outpatient records for Service members discharged, retired, or separated from any component for the dates annotated in the table below, must contact the VA at the following:

Department of Veterans Affairs

Frequently Asked Questions

Q: Can I request records for my entire family?

A: Parents can request copies of their dependent children’s records who are under 18 years of age. Spouses may not retrieve medical records of one another without legal consent documentation such as a power of attorney.  Step-parents require a DD Form 2870 from the biological parent authorizing them for receipt of child records along with a front and back copy of the biological parent’s government-issued photo ID.  Alternatively, they can present a notarized medical power-of-attorney to obtain the records.   

Q: Do requests really take 30 days?

A: Medical records requests can take up to 30 days to process depending on what authorization are required for disclosure (behavioral health, family advocacy, and sensitive encounters). All requests are sorted and prioritized.  Based on workload and available staff, requests can exceed 30 days; however; we work diligently not to exceed 30 days and recognize 60-day deadlines under HIPAA law.    

Q: What do I need to do when preparing to retire or separate?

A: Active duty members preparing to retire or separate should obtain a copy of all their medical records 3 months prior to their final out processing date. To ensure that members are provided with a full copy of their Active Duty Service Treatment Record after their retirement or separation, we advise members to return to ROI with their initially copied record for updates.

Q:  How do I report that someone else’s documentation is in my medical record?

A:  Immediately call the Release of Information Office or the HIPAA Privacy Officer at 720-847-6137. Please do not send protected health information by email.  Please attempt to return the released documents to the hospital to correct such issues for the affected individual. 

Q:  How do I request a change or removal of some verbiage/documentation from my medical record?

A:  Request such actions from the HIPAA Privacy Officer at 720-847-6137. Please do not send protected health information by email.  Our HIPAA Officer will discuss the process necessary to address your concerns, obtaining the details of your concern specific to the individual case.  Often these requests, if approved, must be corrected from higher authorities due to electronic health system roles and permissions.  Corrections could take several weeks to finalize.