My son is currently in his sophomore year of college and is in AFROTC (without a contract). He was denied for a contract last spring, due to past ADHD, but his ROTC put him up for a waiver. He collected most of the required records, but is having trouble getting clinical notes from a psychologist that treated him. My son called him and explained that he needed the notes. The doctor kept ignoring my son's requests, but finally after months of phone tag, texts, and emails the doctor wrote a letter instead stating that my son "probably never had ADHD." He said at the time that he didn't want his personal notes to screw up my son's chances. (By the way, my son tried to go see the doctor in person to better explain what was needed, but he moved out of his former office. The new office address listed online turned out to be wrong too.) My son tried to turn in the letter as given, but his ROTC officer told him that they still needed the clinical notes. So, here we are months later and this guy won't answer phone calls, texts, or emails. Is there anything my son can/should do to get this required information? I try not to be a helicopter parent, but it is frustrating to watch a grown man dodge my 19-year-old for some strange reason!
Trouble procuring clinical notes for a waiver
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If your son has kept careful notes of attempts to contact and results, he and you may want to look into formally complaining to your state’s licensing board. I have no magic wand to hand over, but it’s a thought. That state board has power over a practitioner’s ability to practice and therefore to earn
Here’s a state directory. Under the “Public” tab, there are drop-down menus and sub-drop-downs, including “your rights as a consumer” and “complaints.”
I do know in the field of mental health, the patient is entitled to some records but not all.
Here’s a state directory. Under the “Public” tab, there are drop-down menus and sub-drop-downs, including “your rights as a consumer” and “complaints.”
I do know in the field of mental health, the patient is entitled to some records but not all.
Herman_Snerd
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I'll offer a different position. Caution Will Robinson - Potential Danger in pursuing those notes.
I'm not sure if pushing for those notes is the right path here. I'll offer that perhaps that psychologist is literally correct in that if he turns over his actual notes from meetings with your son, it may damage your son's chances of a future military career. He knows what he wrote (I assume you do not) and if over months and many requests he/she is not cooperating there may or may not be a reason. Just keep in mind- you are in the blind on that info at the moment and the dr is not.
I would present your well documented (and use registered mail too) attempts to reach the old doc to cadet command. Document document document. I would provide the fake address online - take a picture of the "office" he said he was at that you visited. Show your returned letters. Show your phone records with the calls you've attempted. Ask his chain of command or who he/ you are dealing with - what happens if a former dr's notes are destroyed, lost or unreachable. Research what they've done in the past in these cases. Find out - what is the legal precedent / how do we resolve? I'd keep the focus that it's not your son's fault this dr is unreachable. Also, you might put energy into getting an attorney who specializes in AF medical appeals who could perhaps assist you.
If your son was prescribed medication at the time it will be verifiable. Ritalin et al, or as a separate question - any antipsychotics? Did you already report that? I assume he hasn't been on that med since being in ROTC. Was he ever institutionalized or removed from school? Not questions to answer - just for your reflection on potentially damaging to military career items.
Concurrently I would ask chain of command if a new evaluation - present day would help since you have exhausted efforts to get the old notes. I would definitely not tell anyone the part where the original dr literally per you said he fears what he wrote will damage your son's future - hot potato - do not touch. Won't help you- I'd take the stance that the original record search is exhausted after multiple attempts and appeal for a medical review. Ask counsel if you should get a copy of the notes to a new therapist, or not.
This sounds very frustrating - I'd like to see your son work this out and move forward to serve- just don't hand the military a bat to hit him with that you were warned could hurt him. hope these thoughts may help you consider your additional options. I wish you well and please keep the board posted. Good luck.
I'm not sure if pushing for those notes is the right path here. I'll offer that perhaps that psychologist is literally correct in that if he turns over his actual notes from meetings with your son, it may damage your son's chances of a future military career. He knows what he wrote (I assume you do not) and if over months and many requests he/she is not cooperating there may or may not be a reason. Just keep in mind- you are in the blind on that info at the moment and the dr is not.
I would present your well documented (and use registered mail too) attempts to reach the old doc to cadet command. Document document document. I would provide the fake address online - take a picture of the "office" he said he was at that you visited. Show your returned letters. Show your phone records with the calls you've attempted. Ask his chain of command or who he/ you are dealing with - what happens if a former dr's notes are destroyed, lost or unreachable. Research what they've done in the past in these cases. Find out - what is the legal precedent / how do we resolve? I'd keep the focus that it's not your son's fault this dr is unreachable. Also, you might put energy into getting an attorney who specializes in AF medical appeals who could perhaps assist you.
If your son was prescribed medication at the time it will be verifiable. Ritalin et al, or as a separate question - any antipsychotics? Did you already report that? I assume he hasn't been on that med since being in ROTC. Was he ever institutionalized or removed from school? Not questions to answer - just for your reflection on potentially damaging to military career items.
Concurrently I would ask chain of command if a new evaluation - present day would help since you have exhausted efforts to get the old notes. I would definitely not tell anyone the part where the original dr literally per you said he fears what he wrote will damage your son's future - hot potato - do not touch. Won't help you- I'd take the stance that the original record search is exhausted after multiple attempts and appeal for a medical review. Ask counsel if you should get a copy of the notes to a new therapist, or not.
This sounds very frustrating - I'd like to see your son work this out and move forward to serve- just don't hand the military a bat to hit him with that you were warned could hurt him. hope these thoughts may help you consider your additional options. I wish you well and please keep the board posted. Good luck.
Thanks for your replies. I should have mentioned that we (parents) did reach out to the doctor. When I spoke to the doctor on the phone, he seemed very surprised that the military wanted his records. He also indicated that his notes might have unflattering comments about my husband! 
That could be why he is hesitant to release them, but then again, Herman_Snerd, you could be right. I appreciate your advice on this, because you gave us some things to consider.
That could be why he is hesitant to release them, but then again, Herman_Snerd, you could be right. I appreciate your advice on this, because you gave us some things to consider.- Joined
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I'll give you the factual answer: Have your son send me an email; lawrence.e.mullen.civ@mail.mil; provide complete name and mast 4; paste the original posting at the top of the page to the email. I can assist better from there. Remember, I've now been doing this job for 29 years.... 