Request Medical Records
Medical Records Request Process
At MFT Beyond, we believe in transparent access to your healthcare information. All clients maintain the right to access their complete medical records at any time. MFT Beyond is the custodial records keeper and providers with MFT Beyond do not maintain client records. MFT Beyond adheres to all federal and state laws regarding client records.
Confidentiality and Record Keeping
Confidentiality of client records is a priority for MFT Beyond. We follow HIPAA compliance regarding all client records. Client records are maintained using HIPAA compliant software, known as the Electronic Health Record (EHR) and stored in electronic format.
Access Rights
Clients always have a right to request their records or the records of those they have authorization for, such as:
Parents/legal guardians for minors
Power of attorneys (refer to authorization for treatment section for more information)
There are some exceptions to client record requests. Talk with your provider to learn more about these exceptions.
Request Process
To request your medical records:
Contact either your individual provider or reach out directly to MFT Beyond
All requests must be submitted in writing using the “HIPAA Authorization For Use or Disclosure of Health Information” form
MFT Beyond has fifteen (15) business days to process records after written requests have been received
Service Fees
A copy of your records will incur service fees based on delivery method:
Electronic (password protected encrypted email): $25.00 service fee, not to exceed 500 pages of records
Printed (pick up in person): $25.00 service fee for the first twenty (20) pages and $0.25 per page printed (not to exceed 200 pages). Records exceeding 200 pages will result in additional service fees to be determined by MFT Beyond at time of request
Mailed: $25.00 service fee for the first twenty (20) pages and $0.25 per page printed (not to exceed 200 pages), plus mailing fees (to be determined when mailed). Records exceeding 200 pages will result in additional service fees to be determined by MFT Beyond at time of request
Record Retention
Client records are stored and maintained in accordance with state laws. Records remain active within the EHR during mental health services (see termination section for more information). Client records move to inactive status within the EHR after termination and will be maintained with MFT Beyond for seven (7) years after client’s termination from mental health services.
Custodian of Records Requirements for Mental Health Providers
In Florida, under Florida Statute § 456.057(20), when a mental health practitioner becomes incapacitated or dies, the appropriate regulatory board, with department approval (or the department when there is no board), may temporarily or permanently appoint a custodian of medical records. This appointed custodian must maintain all confidentiality requirements outlined in the statute and ensure proper disclosure protocols are followed. In Texas, the requirements are more proactive – Texas Administrative Code § 801.48(h) mandates that mental health licensees in private practice must establish a predetermined plan for the custody and control of client mental health records in the event of the licensee’s death or incapacity. Texas also requires mental health professionals to retain records for a minimum of seven years after termination of services or five years after a client reaches the age of majority, whichever is greater, and ensure records are disposed of in a manner that maintains confidentiality.
For Moving Forward Therapy and Beyond, the designated custodian of records is Dr. Nicole Vargas, who can be contacted at 817-303-9374 or through her website: https://www.familytablecounseling.com/dr-nicole-vargas. She will assume responsibility for maintaining, providing access to, and eventually properly disposing of client records in compliance with these state regulations.
