Our practice complies with Texas law, HIPAA, and professional standards established by the Texas Behavioral Health Executive Council (BHEC). We are committed to protecting your privacy while honoring your legal right to access your records.
Your Right to Access Records
Under the Health Insurance Portability and Accountability Act (HIPAA) and Texas Health & Safety Code, you have the right to request access to your mental health records maintained by our practice.
This may include records related to:
Intake and assessment
Diagnosis and treatment planning
Progress notes and session summaries
Correspondence related to your care
Psychotherapy notes, as defined by HIPAA, are maintained separately and are not subject to routine release, except as required by law.
How to Request Records
All requests must be submitted in writing and signed by the client or the client’s legally authorized representative.
Your request must include:
Client’s full legal name
Date of birth
Specific records requested (including date range, if applicable)
Where and how the records should be sent
Signature and date
Requests that are incomplete may delay processing.
Verification of Identity
To protect client confidentiality, we may require verification of identity, including a copy of a valid government-issued photo ID, before releasing any records.
Submission Methods
Written requests may be submitted via:
Secure client portal
Secure email
Fax
U.S. Mail
Please contact our office if you need assistance determining the appropriate submission method.
Processing Time
In accordance with Texas law and HIPAA regulations, we respond to record requests within 15 business days, unless an extension is permitted by law. More complex requests may require additional time, and you will be notified if an extension is needed.
Fees
Texas law permits reasonable fees for copying and transmitting records. Any applicable fees will comply with Texas Medical Board and BHEC guidelines and will be disclosed prior to release.
Release to Third Parties
If you are requesting records to be sent to another provider, attorney, school, or organization, a completed Authorization for Release of Information is required.
Authorizations must specify:
The recipient of the records
The purpose of the release
The specific information to be disclosed
An expiration date
Records will only be released in accordance with the authorization provided.
Clinical Review and Limitations
In accordance with Texas law, HIPAA, and LMFT ethical standards, access to certain records may be limited if a licensed clinician determines that releasing the information could reasonably be expected to cause substantial harm to the client or another person.
In such cases, the clinician may:
Provide a treatment summary instead of full records, or
Release records to another licensed healthcare professional designated by the client
These decisions are made thoughtfully and in alignment with professional and ethical obligations.
Records for Minors
For minor clients, access to records is governed by Texas law and may be limited depending on the nature of services provided, confidentiality agreements, and the minor’s legal rights to privacy. Requests involving minors will be reviewed on a case-by-case basis.
Questions or Assistance
If you have questions about requesting records or need help completing the required documentation, please contact our office. We are committed to making this process clear, respectful, and supportive while maintaining the highest standards of care and confidentiality. All requests can be addressed to Marc Geronimo at marc@austinct.com.
