Records Request from Clients
If an active or inactive client requests their records, send them the document “How do I request my mental health records?” via the portal located in the TN Library or email/SMS them the link to the Records Request form: https://ocinc.me/records.
Delivery of Records for INACTIVE Clients
When the inactive client completes the form, the Support Team will be notified and responsible for reviewing the request, compiling the records, and sending them to the client.
Delivery of Records for ACTIVE Clients
Per our disclosure, record delivery with existing/active clients should be done “face to face” during the next scheduled session. During this meeting, the clinician will have an opportunity to explain/discuss what’s in the intake and progress notes.
- Before the meeting, Garrett Luttman will need to prepare the entire file into a single PDF. So, if we are at this stage, please notify Garrett Luttman to prepare the records for a meeting on XX date.
- The clinician can share the prepared record with the client during the meeting via the portal. Then, the client and the clinician can review together.
What will be included in the “client’s record”?
- All psychotherapy intake notes, progress notes, treatment plans, contact notes, safety plans, discharge documentation, etc. in TN.
What’s not included in the client’s record?
Records Request for Treatment Summary (only)
A treatment summary WILL suffice for most record requests. When attorneys and/or clients request their records, please provide them with a treatment summary option. Templates can be found in the Template Gallery.
If delivering to the client, share the treatment summary PDF in the Client Portal. Learn more: Send and Process Documents/Assessments. If delivering to the 3rd party, a fax number would most likely have been provided in the ROI; therefore, you can fax from your email. Learn how to fax here: Faxing.
Records Request from 3rd Parties (usually handled by Admin)
Check that ROI is on file or within the request
- Before accommodating any records request, make sure we have an ROI on file. You’ll need to review the ROI that an attorney sends us (for example) to make sure it’s the correct client, it’s signed by the correct client, etc. If there’s any question on the validity of the ROI, please reach out to the client.
- ROIs can act as 2-way streets, meaning if the client signed an ROI from their attorney, this ROI will suffice. However, having the client sign an Overcomers’ ROI is always safe.
- If there is no ROI, please get in touch with the client to obtain one and/or discuss it.
Delivery of Records to 3rd Parties
When the 3rd party requests more documentation and/or hard copy, please notify Garrett Luttman and we will prepare their file to provide it to them. The record will usually be faxed to a 3rd party.