Records Release Process
Counseling and Psychiatry Records: What you Need to Know
Cook Counseling Center values the privacy of its clients and the confidentiality of the personal health information entrusted to us. Counseling and/or psychiatry records are kept confidential and are separate from a student’s educational record. Confidentiality is maintained in alignment with the Health Insurance Portability and Accountability Act (HIPAA) and with standards as outlined by our accrediting agency, the International Accreditation of Counseling Services (IACS).
Cook Counseling Center does not complete comprehensive psychological evaluations or functional assessments for purposes such as disabilities, academic or housing accommodations, fitness for duty, security clearance, etc. When counseling records are requested by current or former clients, the documentation typically includes narrative content from sessions and general information about reported symptomology.
We emphasize that this is a blanket policy of the center applied to all such requests for information and should in no way be construed as an endorsement for or against support of a client.
If you need to obtain a copy of your counseling and/or psychiatry records, you may request one by the process outlined below. Partial records are not released with the exception of requests for the first and last psychiatric evaluation. Charges for records are $10 or $20 and can be one of the following:
- Appointment dates: $10
- Treatment summary: $20
Note: If release is requested by a provider to a provider for continuation of care, there is no cost.
These fees are due upon request of the copy, and records will not be released until payment has been confirmed. Please allow 2 weeks to process your request after payment is received.
To obtain a copy of your records, please follow this process:
- Print, complete, and sign a copy of the Release of Information form.
- Submit this to the front desk at Cook Counseling either in person, or via fax to 540-231-2104 (if via fax, please include a copy of your driver’s license).
- Front desk staff will request a link for payment to be sent to you, and payment must be made via credit card.
- Once payment is confirmed, you will be contacted when records are ready for pick up.