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How to Request Records

Texas law requires that requests for mental health records be in writing. In order to obtain your records, or your child’s records from our practice, please do the following:

  • Complete our HIPAA-compliant Authorization and send it to us through the patient portal via Insync, our electronic health records system. In the subject line, write “REQUEST FOR RECORDS.” Please be sure to include the records you want, and the name, address, and/or e-mail address of the intended recipient.

  • If you do not have access to the patient portal, please e-mail your request for records and the Authorization to this e-mail address: mail@wacopsychological.com. In the subject line, please write “REQUEST FOR RECORDS.”

  • If the records are to be used in litigation, please include case information, such as the cause number, title, and court where the case is pending.

  • If you need a Business Records Affidavit, please let us know in your request for records. There is a $15 charge for providing a Business Records Affidavit. No Affidavit will be provided unless the fee is paid.

  • There is a $25 charge for providing records in this practice. We accept credit cards, cash, or check. Please note that Texas law does not require us to provide records until the fee is paid.

  • If you are requesting a copy of couples counseling records, family counseling records, or records for a person who is not yourself or your child, state and federal law require that you provide either a Court Order or an Authorization signed by the person (or parent of the person) whose records you are requesting. 45 C.F.R. §164.512(e); Texas Health & Safety Code §611.004, §611.0045, §611.008.

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INSTRUCTIONS FOR ATTORNEYS AND DOCUMENT COMPANIES:

A subpoena alone is not sufficient to compel the disclosure of confidential counseling and billing records or “Protected Health Information” (PHI) under the Health Insurance Privacy and Portability Act Privacy Rule (HIPAA), 45 C.F.R. Chapter 164.

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For medical/hospital/mental health records or information that are requested or subpoenaed in litigation (including court testimony), HIPAA allows a covered entity (such as Waco Psychological Associates) to disclose PHI in the course of any judicial or administrative proceeding as follows:

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  1. In response to an order of a court or administrative tribunal; or

  2. Where the individual (or parent) is a party to the proceeding, he/she knows that the request for his/her PHI has been made, and does not object.

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45 C.F.R. §164.512(e).  An Authorization from the individual or parent is the kind of document that will satisfy the second option.

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NOTE:  If the client or parent has indicated that they do not want their records released, a “Statement of Assurance” will not be accepted, and an Authorization or Court Order will be required.

We'll Help You Figure Out the Next Step 

Whether you have questions, aren't sure where to start, or need help with something specific — our team is easy to reach.

You have the right to receive a "Good Faith Estimate" explaining how much your health care will cost. 

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Under the law, health care providers need to give patients who don't have certain types of health care coverage or who are not using certain types of health care coverage an estimate of their bill for health care items and services before those items or services are provided.

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  • You have the right to receive a Good Faith Estimate for the total expected cost of any health care items or services upon request or when scheduling such items or services. This includes related costs like medical tests, prescription drugs, equipment, and hospital fees.

  • If you schedule a health care item or service at least 3 business days in advance, make sure your health care provider or facility gives you a Good Faith Estimate in writing within 1 business day after scheduling. If you schedule a health care item or service at least 10 business days in advance, make sure your health care provider or facility gives you a Good Faith Estimate in writing within 3 business days after scheduling. You can also ask any health care provider or facility for a Good Faith Estimate before you schedule an item or service. If you do, make sure the health care provider or facility gives you a Good Faith Estimate in writing within 3 business days after you ask.

  • If you receive a bill that is at least $400 more for any provider or facility than your Good Faith Estimate from that provider or facility, you can dispute the bill.

  • Make sure to save a copy or picture of your Good Faith Estimate and the bill.

For questions or more information about your right to a Good Faith Estimate, visit

www.cms.gov/nosurprises/consumers

email or call

FederalPPDRQuestions@cms.hhs.gov

1-800-985-3059

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