Purpose
This policy sets the fees Bodhi charges to provide copies of clinical records. All records are delivered electronically through the secure client portal or encrypted email. Fees follow HIPAA and Illinois law. Where the two differ, Bodhi applies the lower fee.
TWO TYPES OF REQUESTS
Client Request: A request made by the client, or the client's legally authorized personal representative, for the client's own records. This includes a request where the client asks Bodhi to send their records to someone they name.
Third-Party Request: A request submitted by another person or organization with a valid signed authorization or court order. Examples are attorneys, life or disability insurers, employers, and agencies.
FEE FOR CLIENT REQUEST
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Bodhi charges for the labor of creating the electronic copy. This covers downloading each note from the EHR, compiling and formatting the records, and uploading them to the client portal.
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The fee is $1.00 per note. The amount is the average staff time to download and upload one note, multiplied by the hourly cost of the staff member who does the work.
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Bodhi does not charge for searching for or reviewing records, clinician time, or the cost of the EHR, portal, or other systems.
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The total fee for a Client Request will not exceed the amount allowed under the Illinois schedule in Section 4 for the number of pages provided.
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Bodhi gives the client a fee estimate before starting work. The client may narrow the request, for example to specific dates, to lower the cost.
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Bodhi does not withhold records because of an unpaid balance for services.
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The Clinical Director may reduce or waive the fee for financial hardship. Clients do not need to explain or document hardship beyond asking.
Third-Party Requests
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Handling charge (once per request) : $36.68
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Electronic pages 1 to 25: $0.69 per page
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Electronic pages 26 to 50: $0.46 per page
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Electronic pages over 50: $0.23 per page
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Bodhi quotes the fee to the requester in writing before release.
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Payment is due before records are released.
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Rates are adjusted each year to match the Illinois Comptroller's published schedule.
No Charge
Bodhi does not charge for:
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Records sent to another provider for treatment or care coordination.
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Records requested by a payer that Bodhi contracts with, for payment, claim review, or audit, unless the payer contract provides otherwise.
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Disclosures required by law.
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One complete copy requested to support a claim for federal veterans' disability benefits, Social Security or SSI benefits, or Aid to the Aged, Blind, or Disabled benefits. This applies to Client and Third-Party Requests alike.
Services outside this policies
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Letters, reports, and treatment summaries are professional services, not record copies. The clinician's time is billed at $[rate] per hour. Bodhi provides a fee estimate, and the requester agrees to it in writing before work begins.
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Psychotherapy notes are not part of the released record and need a separate, specific authorization.
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Court testimony and depositions are billed under Bodhi's professional fee schedule.
Requirements and Timings
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Every request must be in writing with a valid authorization or court order that meets HIPAA and the Illinois Mental Health and Developmental Disabilities Confidentiality Act. A subpoena alone is not sufficient.
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Bodhi releases records within 30 days of receiving a complete request. HIPAA permits one 30-day extension with written notice.
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If a record cannot be produced electronically, Bodhi tells the requester why in writing.
Questions or Disputes
Fee questions go to Melanie Sivley, LCSW, CEO Requesters may ask the Clinical Director to review any fee.