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Mary Killough, Acting Director Senior HelpLine: 1-800-252-8966 (711 TRS)

Release of Information

All record requests of the Illinois Department on Aging (IDoA) must be made in writing and may also require specific forms and support documentation.  Information releases are subject to federal and state laws and Department policy.  Some information may be redacted, or a request denied based on the sensitivity of the information and the governing statutes, rules, or procedures. 

Authorization for Release of Information

Program Participants and their Legal Representatives may request release of the Participant's records by completing an authorization form and submitting it to IDoA.  The email and mailing addresses are on the forms and listed below.    

For Community Care, Benefits Access, and Adult Protective Services Program records, please complete the Authorization for Release of Information and submit it to IDoA. 

Records requested from the State Long-Term Care Ombudsman Program should use the Authorization for Release of Ombudsman Records form for all resident/participant authorizations. 

An Authorization form may be obtained by contacting the Senior HelpLine at 1-800-252-8966 or clicking the links above.

PLEASE NOTE: IF THE REQUEST IS MADE BY A PARTICIPANT'S LEGAL REPRESENTATIVE, THE REQUEST MUST INCLUDE PROOF OR SUPPORT DOCUMENTATION THAT THE REQUESTOR IS A LEGAL REPRESENTATIVE.  SUBSTITUTE FORMS MAY BE ACCEPTED BUT MUST INCLUDE THE INFORMATION REQUESTED ON THE AUTHORIZATION FORMS AND THE REQUIRED SUPPORT DOCUMENTATION.


Requests may be emailed or delivered to our Springfield office based on the type of request:

Requests for State Long-Term Care Ombudsman Program records may be submitted by:
Email: AGING.SLTCOProgram@illinois.gov or
Mail: Office of the State Long-Term Care Ombudsman Program, One Natural Resources Way, Suite 100, Springfield, IL 62702.

All other authorizations and requests should be submitted to IDoA by:
Email: Aging.Subpoenas.Authorizations@illinois.gov or
Mail: IDoA, Office of General Counsel, One Natural Resources Way, Suite 100, Springfield, IL 62702.

Subpoena or Court Order

Subpoenas and Orders may be submitted directly to the service provider or the Department on Aging for Community Care (CCP), Adult Protective Services or Benefits Access Program Client/Participant's records.  Subpoena's involving CCP records must include an authorized release of the information (described above) or a suitable HIPAA Order of Protection. Ombudsman resident or participant records require a court order for disclosure when an authorization or consent is not provided.

  • Orders for Long-Term Care Ombudsman Program and Home Care Ombudsman Program records must be submitted in writing to the Office of the State Long-Term Care Ombudsman Program at AGING.SLTCOProgram@illinois.gov.  
  • All Subpoenas and other court orders for records production or other legal matters should be submitted by:
    Email:  Aging.Subpoenas.Authorizations@illinois.gov or
    Mail: IDoA, Office of General Counsel, One Natural  Resources Way, Suite 100, Springfield, IL 62702