Request for Mental Health Records
In compliance with the Illinois state law and Health Insurance Portability and Accountability Act of 1996 (HIPAA) if you received services at the Counseling Center you are entitled to examine and/or receive a copy of your clinical record. If you are currently receiving services at the Counseling Center and would like to review your clinical record, we recommend talking to your therapist about your interest so you and your therapist can explore the best way to proceed. If you are no longer receiving services at the Counseling Center and would like to review your record or have them sent to a third party, please make a request in writing by completing the form below and returning it to the Counseling Center electronically.
Please note: Because these are professional records, they can be confusing, or in some cases, may be easily misunderstood. For this reason, it is recommended that that you initially review your records in the presence of your therapist or have them forwarded to another mental health professional so you can discuss the contents.
In addition, in accordance with the American Psychological Association’s guidelines, and the University of Illinois’ policy for keeping records, the Counseling Center expunges all client records seven years from their date of last contact with the Center.
Q: How can I review what is in my clinical record or request that my records be sent to another therapist or third party?
A: In compliance with Illinois state law if you received services at the Counseling Center you are entitled to examine and/or receive a copy of your clinical record. If you are currently receiving services at the Counseling Center, and would like to review your clinical record, we recommend talking to your therapist. If you are no longer receiving services at the Counseling Center and would like to review your record, please see the instructions below for more information on requesting your clinical record.
Q: What if I do not need my full clinical record, but I need other documentation for proof of services at the Counseling Center?
A: After submitting the form below, a therapist will initiate contact with you regarding what you are needing documentation for. It is not uncommon for therapists to write letters as a proof of services. Some students request a summary letter instead of their full record in cases where a full record is unnecessary (e.g. request from or referral to another medical provider, academic reasons, legal reasons, etc). Typically, when students request their clinical record from the Counseling Center, therapists have the ability to write a clinical summary of your work together. This is typically sufficient for all requests as it protects your full clinical record from being released. If you are currently receiving services at the Counseling Center, and would like to review your mental health record, we recommend talking to your therapist about your interest so the two of you can explore the best way to proceed.
Q: How long does it take to receive my clinical records, once I have submitted the request form?
A: The rate at which people receive records can depend on a lot of things, including prompt responses to the therapist’s emails. Typically, once a therapist has approved the Release of Information Form and begins gathering your documentation, it will take one to two weeks for it to be returned.
Q: I do not live near the University of Illinois. How can I receive my documentation confidentially?
A: The University of Illinois uses a confidential resource called Box Health, which securely transmits Private Health Information (PHI) to the person with whom you wish to disclose. Some examples of who can receive this information could be yourself, an individual in an academic department, an external therapist or medical provider. Whomever you note should receive this information through your Release of Information can use Box Health, which is why it is important that we receive accurate information (i.e. email addresses) for electronic transfer.
Q: I was seen at the Counseling Center a long time ago, do you still have my records?
A: In compliance with Illinois state law, the Counseling Center only keeps records for seven years after the last contact with the student. After this time, all hard copy and electronic records are deleted. Therefore, the Counseling Center cannot provide any records that are past seven years old.
- Please complete the Request for Medical Records form
- Once the form is received a staff member will be in contact with you for further instructions which may include:
- Completing the Counseling Center Release of Information and attaching a .jpg of a photo ID.
- Please note:
- Under “specific nature of information to be released” please write in what you are requesting such as: a letter indicating you received counseling, a copy of a testing report, a summary of treatment, etc. Please note that the Center, as a common practice, does not release a student’s entire record often but rather a letter summarizing treatment..
- Under “Receiving Agency/Person’s Name and Address” please write in the name and address of the person/institution you would like us to send your records. If you’re requesting the records be sent to you, please write in your name and address.
- Please have the form witnessed by someone other than yourself who can attest to your identity.
- Please note:
- If you have any questions, please call the Counseling Center at 217-333-3704.