Request for Records

You have the right to inspect and obtain a copy of the medical information we maintain about you, with limited exceptions permitted by law. This page explains how to request your records and what to expect.

How to Request Your Records

There are two ways to request records:

  • Patient portal. Visit notes, medication records, and other clinical information are generally available to you in real time through the patient portal at no charge, consistent with the federal 21st Century Cures Act. This is the fastest option for most patients. Narrow exceptions permitted by law may apply.
  • Request for Records form. For records not available through the portal, or if you need records sent to another provider or third party, complete a signed Request for Records form. The form is available through the patient portal, by request at any appointment, or by contacting the practice. Submit the completed form via the patient portal, by mail, or in person. With your written direction, we will transmit records directly to a person or entity you choose.

What to Include in Your Request

Whether submitting through the portal or by form, please specify:

  • Which records you need (e.g., psychiatric evaluation, progress notes, medication history, lab results, billing records)
  • The date range
  • Your preferred format — electronic or paper
  • Where to send the records, if not to you directly
  • The purpose of the request (personal use, care coordination, legal, etc.)

A separate request is required for each distinct records request.

Timing

Requests are processed within the timeframes required by federal and Texas law — generally within 15 business days under Texas Occupations Code §159.006, and no later than 30 days under HIPAA, from receipt of a completed, signed form. If we need additional time, we will notify you in writing.

Fees

  • Portal records are available at no charge.
  • Records sent to a treating provider for continuing care are provided at no charge.
  • Paper copies or records produced outside the portal may incur a cost-based fee under Texas Occupations Code §159.008. This practice does not typically charge for requests of 50 pages or less. You will be contacted before any fee is applied — records will not be produced without your agreement.

Your Rights

  • You may request records in the format of your choice (electronic or paper) when readily producible in that format.
  • If a request is denied in whole or in part, you will be notified in writing with the reason and your right to seek review where applicable.
  • You may request an amendment in writing if you believe information in your record is incorrect or incomplete.
  • Psychotherapy notes maintained separately from your medical record require a separate, specific written authorization and are not included in a general records request.
  • Requesting your records will not affect your right to receive care at Norton Psychiatry.

Contact & Submission

To request the Request for Records form or to ask a question about your records, contact the practice: