How do I properly handle health care information for my step-daughter?

Question: My step-daughter is visiting her mother and grandmother in Kentucky over the summer. We live in Texas. Last night my husband and I received a call from my daughter’s mother stating that she broke her wrist playing on a swing set and they were at the hopsital. Our kids have CHIP which is regional in our state. I am trying to obtain records to file an AFLAC claim but no one can give me the info because I am the “step mom”. (Even though my daughter lives with her father and I 11 months out of the year.) I realize that is besides the point. Is there a form that we can have mom and dad fill out so that I can assist in getting appropriate records to the primary care physician, insurance company, etc?