Medical Records
Because CARES Northwest records contain highly sensitive information about our special patients, we take extra care to make sure they are protected. Our priority is the safety and wellbeing of the children and families who visit CARES. If you would like access to records, please select an option below for information about how we can help.
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We treat your child’s case with the greatest respect and confidentiality. As a result, we release copies of records only to professionals directly involved in the investigation or your child’s care, such as:
Department of Human Services (DHS)
Law enforcement agencies (LEA)
Your child’s pediatrician
Your child’s mental health provider
Attorneys and judges
Patient information can only be released to medical providers, mental health providers, and attorneys or judges with a release of information (ROI) signed by a parent or legal guardian. (Please scroll down to our Helpful Documents section below for links to our ROIs.)
Do you have questions about your child’s evaluation appointment? Our goal is for you to fully understand what happened at your child’s appointment and what will happen next. If you would like to access your child’s records after their evaluation appointment, your child’s evaluation team will review them with you and answer questions. Please call our main number at (503) 276-9000 to request an appointment. Please note: you will not receive a copy of your child’s records.
Do you need records for a legal case? If you are represented by an attorney, please ask them to contact us directly. If you are representing yourself in a legal case, we can assist by providing reports or treatment summaries directly to the judge. Please contact our Records Custodian Allison Green at amgreen@lhs.org for more information.
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Are you a former CARES Northwest patient? We’re glad you’re here. If you have questions about your evaluation appointment and would like to access your records, our Family Support Team will review them with you and answer your questions in a supportive environment. Please click here for a request form. You can email your completed form to CaresNWAdmin@lhs.org.
Questions about the process? Please call us at (503) 276-9000 and ask to speak with our Family Support Team supervisor.
Do you need your evaluation report to be released to your medical or mental health provider, lawyer, or judge? Please scroll down to our Helpful Documents section for links to our Release of Information (ROI) forms. Please contact our Records Custodian Allison Green at amgreen@lhs.org for more information.
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If you would like certified copies of patient records, we require a HIPAA-compliant Subpoena Duces Tecum (Records in Lieu of Appearance) and a copy of our most up-to-date protective order signed by a judge. For your convenience, we can accept subpoenas and signed protective orders via fax (503-276-9099) or email (amgreen@lhs.org). Originals via mail or personal service are not required. Prepayment is also not required.
Due to the high volume of requests and mail service timelines, we request a minimum of 7 business days to process records requests once all signed, completed, and valid documents are received. We are currently unable to send certified records electronically.
Thank you for your cooperation.
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If you would like one of our providers to testify in court, please fax a provider subpoena to 503-276-9010 or email us at CaresNWAdmin@lhs.org. Please note that our providers are not permitted to bring records with them to court.
Please review the CARES Northwest Provider Court Billing Information Sheet.
Questions? Please contact our front desk staff at (503) 276-9000.
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CARES Northwest providers often consult on cases at Legacy Emanuel/Randall Children’s Hospital. To access those records, please contact Legacy Records directly.
Legacy Records Contact Information:
Legacy Health Release of Information
P.O. Box 2868, Portland Oregon, 97208Phone: 503-413-2762
Fax: 855-892-7124For your convenience, links to Legacy’s release of information form are below.
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CARES Northwest requires a Release of Information (ROI) form signed by a legal guardian (with an initialed mental health section) to release a copy of our evaluation report. Links to our ROI forms and other helpful documents are available below.
CNW Release of Information – English
CNW Release of Information – Español/Spanish
CNW Evaluation Authorization form (2022)
CNW Medical Records fee letter (2026)
CNW Provider Court Billing Information Sheet
Please submit all records requests in writing via email, mail or fax. For fastest assistance, please send written records requests to amgreen@lhs.org.
If you have other questions about accessing records, please contact our Records Custodian Allison Green at amgreen@lhs.org.