How to Request Records From a Psychiatry Doctor
Psychiatrists diagnose and treat mental health conditions. Their records have enhanced confidentiality protections under both HIPAA and state law. Psychotherapy notes are treated differently from general psychiatric treatment records.
How do I request medical records from a Psychiatry doctor?
To request records from a Psychiatry doctor, submit a signed written request to the provider's records department. Typical processing time is 14-30 business days. Common psychiatry record types include Psychiatric evaluation, Medication management notes, Treatment plans. Most psychiatry practices use EMR systems like epic-emr or valant, which may offer patient portal access for faster electronic delivery.
Expert Tip for Psychiatry Records
Psychotherapy notes (detailed session notes) are NOT included in standard records requests under HIPAA. You must make a separate specific request for psychotherapy notes. General psychiatric records (diagnoses, medications, treatment plans) are available through normal channels.
Step-by-Step: Requesting Psychiatry Records
- 1
Identify the correct office or department
Contact the Psychiatry provider's office and ask for the medical records or health information management (HIM) department. For hospital-based psychiatry providers, records may be managed by the hospital HIM department.
- 2
Submit a written records request
Submit a signed authorization form including your full name, date of birth, dates of service, and specific records you need. For psychiatry, commonly requested records include: Psychiatric evaluation, Medication management notes, Treatment plans.
- 3
Specify the format and delivery method
Request electronic copies if available — most psychiatry practices use EMR systems like epic-emr or valant. Electronic delivery is often faster and may be cheaper.
- 4
Follow up on your request
Allow 14-30 business days for processing. If you haven't heard back, follow up with the records department. Under HIPAA, providers must respond within 30 days (some states have shorter deadlines).
What Records to Expect From a Psychiatry Doctor
- Psychiatric evaluation
- Medication management notes
- Treatment plans
- Psychological testing results
- Discharge summaries
- Progress notes (not psychotherapy notes)
EMR Systems Used by Psychiatry Practices
Knowing which EMR system your psychiatry provider uses can help you understand how to access your records, including patient portal options.