Authorizations to release DDD member records must comply with 45 C.F.R. § 164.508. and A.R.S. § 36-568.01.
Member Medical Records are defined in A.R.S. § 12- 2291 as all communications related to a patient's physical or mental health or condition that are recorded in any form or medium and that are maintained for purposes of evaluation or treatment, including records that are prepared by a health care provider or by other providers. Records do not include materials that are prepared in connection with utilization review, peer review or quality assurance activities and are protected from disclosure pursuant to A.R.S. § 36-2917(B).
HIPAA gives members important rights to access their medical record and to keep that information private. More information is available on the U.S. Department of Health and Human Services Health Information Privacy/HIPAA for Individuals web page.
Members can request a copy of their health care records as outlined in (45 CFR § 164.524). This means members can ask for their medical records.
Only the member or their health care decision maker has the right to access their records.
- HEALTH CARE DECISION MAKER (HCDM): An individual who is authorized to make health care treatment decisions for the patient. As applicable to the situation, this may include a parent of an unemancipated minor or an individual lawfully authorized to make health care treatment decisions as specified in A.R.S. §§ Title 14, Chapter 5, Article 2 or 3; or A.R.S. §§ 8- 514.05, 36-3221, 36-3231 or 36-3281.
Member records can be requested online through the DES Public Records Request Portal. Users can create an account and submit a records request.
- Users who need technical assistance can contact the DES Public Records team at (602) 774-5147.
Members may also write, fax, or email a request for their records to:
Division of Developmental Disabilities
Attn: Records Management Unit
2465 S 7th St, Phoenix, AZ 85034
Mail Drop: 2HE3
Fax: (602) 807-5001
Email: [email protected]
The request should include the following information:
- The member's personal information including: First Name, Middle Initial, Last Name, and Date of Birth
- The starting date and ending date of the record.
- The specific information requested.
- The email or physical address where the records should be sent.
- The member's signature and date.
- Guardians or legal representatives will need to also submit a copy of the legal document and the relationship to the member.
In order to process your request for records, the Records Management Unit needs a completed Authorization to Release Form, signed by the Legally Authorized Representative, and returned to via email or fax:
