Access to Records

Professional Records

Professional standards and applicable laws require mental health providers to maintain appropriate treatment records. Clinical records may include information related to assessment, treatment planning, services provided, progress in treatment, and other documentation necessary to support your care.

If you would like information from your records released to another person, provider, organization, or third party, you must provide written authorization identifying the information you would like released and the person or organization authorized to receive the information.

Your Right to Access Records

You generally have the right to request access to or obtain copies of your clinical records in accordance with applicable federal and Virginia laws. Requests for records must be submitted in writing. HEAL CCC will review requests and provide access or copies consistent with applicable legal requirements and professional standards.

In limited circumstances, access to certain information may be restricted when permitted by law. Examples may include situations where a provider determines that releasing information could reasonably result in significant harm to the client or another person, or where the records contain information that belongs to or identifies another individual.

Virginia Law Regarding Access to Records

HEAL CCC follows applicable federal and Virginia laws regarding client access to health records, confidentiality, and protection of mental health information.

Virginia law recognizes an individual’s right to access their health records while also allowing limited exceptions and protections related to safety, privacy, and legally protected information. For additional information regarding Virginia requirements related to access to health records, you may review the following resources:

• 
  Virginia Code § 32.1-127.1:03 — Health Records Privacy
  
• 
  Virginia Code § 8.01-413 — Access to Health Records and Copies of Records
  

Requesting Access to Your Records

To allow adequate time for review, preparation, and secure delivery of records, HEAL CCC has established the following administrative procedures:

• Review of records: HEAL CCC requests at least 5 business days notice before a scheduled record review.
• Paper copies: HEAL CCC requests at least 15 business days notice for requests requiring printed copies of records.

Please contact HEAL CCC to submit a written request for access to your records.

Fees for Copies of Records

Clients requesting copies of records may be responsible for reasonable copying and delivery costs as permitted by applicable law.

Current HEAL CCC record copy fees are:

• Paper copies: $0.50 per page for the first 50 pages and $0.25 per page thereafter, plus postage fees if records are mailed.
• Electronic delivery: Records provided electronically through secure email or fax are provided without a copying fee when available.

Copying fees may be updated periodically to remain consistent with applicable federal and Virginia requirements.

Confidentiality and Protection of Records

Your clinical records contain private health information and are maintained in accordance with applicable privacy laws, professional ethical standards, and HEAL CCC security procedures.

Information contained in your records will only be released with your written authorization unless disclosure is required or permitted by law.

Questions About Your Records

If you have questions about accessing your records, requesting copies, or understanding what information may be included in your clinical record, please discuss your concerns with your therapist or contact HEAL CCC. We are committed to helping you understand your rights while maintaining the privacy and integrity of your clinical information.