Request a School Order

Valley Children's Healthcare understands the value of every child having the ability to attend school. To help streamline the process, we have created a step-by-step guide outlining the required documentation and attachments needed when requesting student school orders from Valley Children's Healthcare.

If you have questions regarding the school order request process, please contact Nichole Hackbarth at nhackbarth@valleychildrens.org. For questions about the status of a current school order request, please contact the clinic to which the request was submitted directly.

Resources

Explore the resources below to assist you in submitting a request for school orders.

School Orders Helpful Hints Education Code / Board Policy

Important Notice

Please note that outpatient clinics are not triage or emergency services. Messages sent through a clinic may take up to seven (7) business days to receive a response.

If you are experiencing a medical concern that requires immediate or urgent attention, do not wait for a response from the clinic. Please follow your district's emergency procedures or call 911 immediately if you are experiencing a medical emergency.

How to Request a School Order

1) Prior to Requesting School Orders from the Clinic

Prior to requesting school orders from the clinic, please ensure that a ROI (release of information) signed authorization form has been emailed to Releaseofinformation@valleychildrens.org

FAQ: Is it necessary for me to include a signed authorization?
If a current, valid authorization permitting authorization to communicate with the student's school is already on file for the current school year, a new auth is generally not required for requests related to the student's school healthcare needs. A newly signed authorization may be required if:

The current auth has expired or is no longer valid.
The request involves records or information from another department (i.e. ED, mental health, other departments, etc.)
The request falls outside the scope of a current auth, such as camp forms, athletic participation forms. If medication is needed outside of the regular school day (e.g. after-school programs or camp), additional documentation may be required depending on the receiving program's requirements and the scope of the existing school order. Authorization requirements are based on applicable privacy laws and Valley Children's policies. Valley Children's communications are generally governed by HIPAA, while schools are governed by FERPA for educational records.

View ROI Authorization Form (English) View ROI Authorization Form (Spanish)

2) Obtain the School Order Request Fax Cover Sheet

Once the signed authorization form has been completed, or if signed authorization is not applicable, then you will need to obtain the school order fax request form linked below and fill it out in full.

In order to successfully be processed, you will need to fill out form in completion, include any current/previous orders (if applicable), and any supporting documents that may be necessary (including signed authorization).

View School Order Request Fax Cover Sheet

3) Fax the Request Form to the Appropriate Valley Children's Outpatient Clinic

Clinic fax numbers and other contact information are located on the Valley Children’s Healthcare School Order Request Fax Cover Sheet.

FAQ: When can I expect to receive the completed school order?
Valley Children's strives to complete school orders within 5-7 business days. During peak renewal periods, particularly May and June, processing may take longer due to the high volume of expiring school orders.

FAQ: How will I receive the completed school order?
Completed school orders are typically sent by fax directly from Valley Children's. In some cases, the family may provide the completed school order to the school.

FAQ: If I have a question regarding an order request I submitted, what should I do?
Call the clinic it was sent to directly. If you need the contact information, it is located on the Valley Children’s Healthcare School Order Request Fax Cover Sheet. Don’t see the answer to the question you are looking for? Try looking at our School Order Helpful Hints.

4) Record Keeping

Once you have received the completed school order via fax, please keep the completed order in accordance to your district record- keeping policy.

Ensure you have a current ROI (release of information) signed authorization on file.