Residential or Hospital Records

Dr. Kirk has offices in Denver and Las Vegas. Denver is the main clinic and Las Vegas is a satellite location. All records should be sent to:

Aviation Psychiatry, LLC
Gregory L. Kirk, MD
2036 East 17th Avenue
Denver, Colorado, 80206

or by email to

gregkirk@avipsy-secure.org

This guide will help you gather the residential treatment or hospital records you will need to produce for an aviation psychiatric evaluation.

In the FAA Specification Sheet for a psychiatric examination, one of the core duties that the aviation psychiatrist must complete is:

A review of all available records, including academic records, records of prior psychiatric hospitalizations, and records of periods of observation or treatment (e.g., psychiatrist, psychologist, social worker, counselor, or neuropsychologist treatment notes). Records must be in sufficient detail to permit a clear evaluation of the nature and extent of any previous mental disorders.

RELEASE FORMS

Most institutions prefer that you use their own release forms. You may be able to download a form from the facility’s website, if they have one, or you can call the hospitals medical records department (sometimes called Health Information Management) and ask about the records release procedure.

Please ask the facility to send the records directly to my office. If a file instead comes to you by mistake, do not open the envelope but instead deliver it to me unopened. A broken seal on a records production taints the file and can require us to start over.

This is what counts as a full treatment record:

  • Physician discharge summary
  • Admission history and physical
  • Psychosocial assessment/summary
  • All counselors notes
  • All physician notes and orders
  • All laboratory testing data

  • All nursing notes
  • Emergency Department report, if any
  • Psychological report, if any
  • Counselor’s discharge summary, if any
  • Substance use/abuse assessment, if any

By US Mail: (note — all mail comes to Denver even if we meet in Las Vegas)

  • Pros: regular mail is HIPAA compliant
  • Cons: the US mail since June 2020 has operated under workplace rules that cause delay of regular mail delivery

By secure email to gregkirk@avipsy-secure.org

  • Pros: immediate transfer of files smaller than 25 MB
  • Cons: the least secure way to transfer files (but gregkirk@avipsy-secure.org uses a fully HIPAA-compliant HIPAA ProtonMail server)
  • Cons: security protocols don’t always integrate well across systems, and an incoming mail might be blocked/quarantined without me knowing.

By media transfer (DVDs, portable USB devices): (reminder– all mail comes to Denver even if we meet in Las Vegas)

  • Pros: the best way to transfer large amounts of information > 25 MB
  • Cons: still relies on the US Mail