Medical Records Request

To help you make an informed decision about requesting your medical records, please review the following important information:

Your Rights

• Under the Health Insurance Portability and Accountability Act (HIPAA), you have the right to request copies of your medical records.
• Requests must be submitted in writing, signed, and include valid authorization.
• You may request that records be sent directly to yourself, another healthcare provider, or a designated third party.

Psychotherapy Notes – Not Included

Per HIPAA regulations, psychotherapy notes are not included in standard medical record releases. These are notes kept separately from the rest of the medical record and used by your therapist to document or analyze the content of sessions.

• Psychotherapy notes are not subject to routine disclosure and require a separate, specific authorization.
• These notes are not the same as your progress notes, treatment summaries, diagnoses, or medication records — which are included in a standard request.

iMind’s standard process is to release a summary of your care, not the psychotherapy note. If you request your psychotherapy note to be released a clinical member of the management team will review and either approve or decline your request. You will be informed if your request is denied. If you are unsure which type of documentation you need, please contact our team for clarification before submitting your request.

Turnaround Time

• Requests are typically processed within 14-30 business days.
• Urgent requests may be accommodated when medically necessary — please indicate this on your form.

Format Options

You may request your records in:

• Electronic format (via secure email, USB, or patient portal download)
• Paper format (printed and mailed or available for pickup)

We will honor your preference when reasonably possible.

Fees

Fees for medical records are based on HIPAA guidelines and Florida law. We charge only what is reasonable and cost-based:

For Electronic Copies:

• Flat fee of up to $6.50 per request

For Paper Copies:

• $25.00 for the first 50 pages then $0.15 per page thereafter
• Postage fees may apply if mailed

Attorney/Third Party HITECH Requests:

• Flat fee of $25.00 per request

Delivery

Records can be:

• Emailed/faxed securely
• Downloaded via portal
• Picked up in person
• Mailed to the address you provide

*Please note: For security reasons, email requests will be encrypted and may require you to create a password or use a secure link.

Important Reminders

• Requests made by third parties (e.g., attorneys, insurance companies) must include signed HIPAA-compliant authorization from the client or legal representative.
• If you are requesting records for continuity of care, please let us know — we may be able to send them directly to your provider.