Records Request Policy

We respect your right to access your health information and are committed to handling records requests thoughtfully and in accordance with Texas law and professional ethics.

What Records Are Available

Clients may request copies of certain parts of their clinical record, which typically include:

  • Intake and consent forms

  • Treatment plans

  • Progress notes (also called session summaries)

  • Billing records

Psychotherapy notes, which are the therapist’s personal notes used to support treatment and not shared with third parties, are protected under federal and Texas law and are not typically released. These notes are kept separate from the medical record and are intended for the therapist’s own clinical use. Not all therapists keep psychotherapy notes.

How to Request Your Records

To request a copy of your records, please follow these steps:

1. Submit a written request. Requests must be made in writing and signed by the client (or legal guardian, if applicable). The request should specify:

    • The records you are requesting

    • Whether you would like copies sent electronically or by mail

    • The address or secure email where records should be sent

2. Provide identification. For privacy and security, we may require a copy of a valid photo ID before releasing records.

3. Allow time for processing. Requests are typically fulfilled within 15 business days, in accordance with Texas regulations. If additional time is needed, you will be notified.

    Fees for Records

    Texas law allows providers to charge a reasonable fee for copying and preparing records. Any applicable fees will be communicated to you in advance, and records will be released once payment is received.

    Records for Minors

    For clients under the age of 18, records are generally released to a parent or legal guardian with the legal authority to consent to treatment. In some cases, portions of the record may be withheld if releasing them could reasonably be expected to cause harm to the minor or the therapeutic relationship, as allowed by law.

    Third-Party Requests (Attorneys, Schools, Other Providers)

    Records will only be released to third parties (such as attorneys, schools, or other providers) with a valid written authorization signed by the client or legal guardian. Requests for records for legal purposes may require additional processing time.

    Questions or Concerns

    If you have questions about what records are available, how to make a request, or whether certain information can be released, we encourage you to speak with your therapist or with the Clinical Director, Kelly Guynes, LCSW.