Medical Records (Non-Department of Corrections)
You must get prior approval before requesting medical records. To receive approval: submit a case expense request, and you will receive an email from “[email protected]” after ACD reviews the request. Please read the email to see if the request has been approved, modified to a different amount, or denied.
Do not pay for medical records out of pocket. If you pay, you may be overcharged by the records provider. SPD will only reimburse attorneys for the statutory amount. The rates for copies of medical records of SPD clients are set forth in Wis. Stat. § 146.83(3f).
Steps to request non-DOC medical records
- Complete SPD Health Records release form
- Complete service provider records release form
- Make a copy of the OAC to include with your request
- Send SPD health records release, service provider records release form, a copy of the OAC, and a copy of the Health Care Provider letter to the health care facility.
- Notify service provider to submit billing to:
State Public Defender
Attention: Fiscal Unit
PO Box 7923
Madison, WI 53707-7923
Health Care Provider Letter 2013 WI ACT 342
Medical Records (Department of Corrections)
Steps to request DOC medical records
- Complete the SPD checklist
- Complete form DOC 1163A
- Note: form DOC 1163A authorizes disclosure only, the SPD checklist serves as your records request
- Contact the correct DOC institution to confirm where you should send the checklist, form DOC 1163A, and a copy of your SPD Order Appointing Counsel.
DOC provides the records of SPD clients to SPD appointed attorneys at no cost.
If your client is in custody/treatment: a client’s entire health care record moves with the client from DOC institution to DOC institution. DOC health care records do not follow a client to a DHS facility, except the Wisconsin Resource Center. DOC started maintaining medical records in electronic format in 2018. Some inmates may have both an electronic and a paper file. Ask for both formats when sending in your request to DOC.
Adult Institutions (In Custody/Treatment) – Health Care Records flowchart
Juvenile Facilities – Health Care Records flowchart
If your client is out of custody: Health care records for males who are no longer in custody or under supervision are stored at Dodge Correctional Central Health Care Records. Health care records for females who are no longer in custody or under supervision are stored at Taycheedah Correctional Inactive Women’s Medical Records.
Other records requests
For community supervision records, contact the client’s probation/parole officer.
For all other records (DMV, public records, school, employment), if the cost is expected to be over $100, submit a case expense request. You will receive an email from “[email protected]” after ACD reviews the request. Please read the email to see if the request has been approved, modified to a different amount, or denied. Costs for these other types of records requests will be paid by the attorney, then reimbursed by ACD. To be reimbursed, the cost should be included on the attorney’s invoice in the “other” expenses box, and provide a note specifying the cost is for records in the “comments” section.