How to Request Mental Health Records

To obtain your records, please follow the steps below.

Submit a written request

Email your written request to: amanda@amandanorcross.com.

  • Use the subject line, “Request for Records”.

  • Include the following:

    • A completed Authorization form that indicates the specific records you are requesting (for example, "all records from January 2024 to present" or "entire record"). I can provide you with this form to complete

    • Whether you want electronic or paper records

  • Records fee

    • Fee for providing electronic records: $25

    • Fee for providing paper records: $0.50 per page for the first 25 pages; $0.25 per page thereafter

    • Actual cost of postage/shipping, if applicable

    • Accepted payment methods: credit card

    • Arkansas and Texas law do not require records to be released until fees are paid.

Additional requirements (if applicable)

Litigation-Related Records

If records are requested for use in litigation, please include:

  • Case number

  • Case title

  • Court where the case is pending

Business Records Affidavit

If you require a Business Records Affidavit, indicate this in your request.

  • Fee: $15

  • Affidavits will not be provided until payment is received.

Couples, Family, or Third-Party Records

If you are requesting couples counseling records, family counseling records, or records for anyone other than yourself or your child, state and federal law require either:

  • A valid Court Order or

  • An Authorization signed by the individual (or parent/legal guardian)

Relevant law: 45 C.F.R. §164.512(e); Arkansas Code §§16-46-106, 17-27-416; Texas Health & Safety Code §§611.004, 611.0045, 611.008

Instructions for Attorneys and Document Companies

A subpoena alone is not sufficient to compel disclosure of confidential counseling or billing records, or other Protected Health Information (PHI), under HIPAA (45 C.F.R. Chapter 164).

For mental health or medical records requested or subpoenaed in litigation (including testimony), HIPAA permits disclosure only under the following circumstances:

  • In response to a valid court or administrative tribunal order, or

  • When the individual (or parent/legal guardian):

    • Is a party to the proceeding

    • Has notice that the PHI has been requested

    • Does not object to the disclosure

An Authorization from the individual or parent satisfies this requirement.

Relevant law: 45 C.F.R. §164.512(e)

Note: If the client or parent has indicated that they do not consent to release of records:

  • A “Statement of Assurance” will not be accepted.

  • A valid Authorization or Court Order will be required.