One Natural Resources Way, Suite 100
Springfield, IL 62702-1271
Michael A. Bilandic Building
(also known as the State of Illinois Building)
160 North LaSalle St., 7th Floor
Chicago, IL 60601-3117
Requests for Information: All record requests intended for 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. The most common types of record requests are:
Benefit Access Program:
(8:30 a.m. - 5 p.m., Monday through Friday)
1. Authorization for Release of Information: Program Participants and their Legal Representatives may request release of the Participant’s records by completing the Authorization for Release of Information and submitting it to the IDoA. An Authorization form may be obtained by contacting the Senior HelpLine at 1-800-252-8966 or clicking the link above.Please note that 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 IDoA form and include the required support. Requests may be delivered to our Springfield office or sent to the IDoA Privacy Officer using one of the following methods:
- Authorization for Release of Information (click to access the form) for confidential participant record requests,
- Freedom of Information Act (FOIA) for public records, and
- Subpoena or Court Order with HIPAA Order of Protection for confidential participant records.
Mail the request to: IDoA Privacy Officer, One Natural Resources Way, Suite 100, Springfield, IL 62702, via fax: 217-785-4477, or by email: Aging.Subpoenas.Authorizations@illinois.gov
2. Freedom of Information Act (FOIA): (Public Record Requests)
There are many categories of records that are already publicly available on the Internet that do not require a Freedom of Information Act (FOIA) request. Please look at our website for the information. FOIA requests must be made in writing and submitted to the Department’s Freedom of Information Officer. Please include the following information with each FOIA request:
- Indicate that your request for public records is being made under the Freedom of Information Act (FOIA).
- Your name.
- Organization, if applicable.
- Contact information:
- Mailing address (Required if seeking paper copies);
- A phone number where you can be contacted for questions; and
- E-mail address (Required if seeking electronic copies of records).
- A clear description of the records you are requesting (Required). FOIA is not intended as a medium for answering questions. Questions should be directed to the appropriate Department staff for response.
- A declaration that a request is for a commercial purpose if that is your intent. (Required) Section 3.1(c) of the Freedom of Information Act [5 ILCS 140/3.1(c)] makes it a violation to “knowingly obtain a public record for a commercial purpose without disclosing that it is for a commercial purpose.”
NOTE: If requesting personal, confidential program, or medical information, a signed release or court order authorizing such disclosure is required. Refer to the section above for Authorizations. Subpoenas and court orders are different from Freedom of Information Act requests. Please refer to the next section for subpoenas and court orders.
To send your request for public records to our Springfield office using one of the following methods:
Mail or deliver to: FOIA Officer, One Natural Resources Way, Suite 100, Springfield, IL 62702, via fax: 217-785-4477, or by email: Aging.FOIA@illinois.gov.
3. Subpoena or Court Order: These requests may be submitted directly to the service provider or the Department on Aging for a Participant’s records. Subpoena’s must include an authorized release of the information (described above) or a suitable HIPAA Order of Protection. Subpoenas and court orders should be sent to IDoA based on the following:
- Pursuant to CFR 45 Sec. 1324.13 all requests for Long-Term Care Ombudsman 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. Individuals may also mail a written request to the Department on Aging with the attention of the Office of the State Long-Term Care Ombudsman Program at One Natural Resources Way, Suite 100, Springfield, IL 62702.
- All other Subpoenas and court orders should be sent to:
IDoA Office of General Counsel
One Natural Resources Way, Suite 100, Springfield, IL 62702, via fax: 217-785-4477, or by email: Aging.Subpoenas.Authorizations@illinois.gov.
Reasonable Accommodation and Civil Rights Complaint Procedures:
Julie Brightwell, Acting EEO Officer