Obtaining records for youthful clients can be challenging. If your client has already participated in intake with Department of Juvenile Justice, your client and parent can ask to amend releases signed for DJJ to include your name and contact information. This can make the process of obtaining DJJ records more efficient. All records requests for a client’s DJJ records should be made through the NCDPS website here. The site includes a link to a Consent for Release of Confidential Information. This release is necessary for any mental health, physical health, or educational records that are protected by HIPAA or FERPA. For those situations when the youth and/or parent are reluctant to sign any releases for confidential information, it may be necessary to obtain a court order. Using the link above, the process is as follows:
1—Basic records without HIPAA or FERPA information—
Complete the online request through the NCDPS website. You will need the client’s full name and date of birth. You may receive an email requesting proof of appointment. If any confidential information is in the records, you will receive a redacted version of your client’s records.
2—Records with HIPAA or FERPA—
Complete the online request form through the NCDPS website as above. Obtain a signed release from your client and parent/guardian/custodian OR a court order for release of records with confidential information. You may wait for the follow up email or email Erin Hickey at Erin.Hickey@ncdps.gov or Monica Okarmus at monica.okarmus@ncdps.gov with copies of the release or order.
For copies of your client’s court records, contact the local clerk in the specific county to request any records. Requests should include specific details about any necessary documents. If you know that certain portions of the file were previously sealed (for example, comprehensive clinical assessments), a court order will be necessary to obtain those records. The clerk may need verification of your appointment if you are seeking records from a county outside your normal practice area.
Click here for a sample motion.
For additional information or for assistance with an order for release of confidential information, please see the OJD website or contact us at 919-890-1650.