Release of records policy
This policy sets what Bodhi charges for copies of clinical records. All records are delivered electronically through the secure Client Portal or encrypted email. Fees follow HIPAA and Illinois law, and where the two differ, Bodhi uses the lower fee. A client request is when you, or your legal personal representative, ask for your own records, including asking us to send them to someone you name. A third-party request comes from another person or organization with a valid signed authorization or court order, like an attorney, insurer, employer or agency.
Fees at a glance
Records are always sent electronically.
Client request: $1 per note
Third-party handling charge: $36.68 per request
Third-party pages 1-25: $0.69 per page
Pages 26-50: $0.46 per page
Pages over 50: $0.23 per page
What you'll pay
We give you a fee estimate before we start, and you can narrow your request (for example, to certain dates) to lower the cost.
Client requests
We charge $1 per note. That covers the staff time to download each note from our records system, put the records together, and upload them to your Client Portal. We don't charge for searching or reviewing records, clinician time, or our software. Your total will never be more than the Illinois limit for the number of pages.
Third-party requests
A $36.68 handling charge per request, plus $0.69 a page for pages 1-25, $0.46 a page for pages 26-50, and $0.23 a page over 50. We quote the fee in writing before release, and payment is due before records go out. Rates update each year to match the Illinois Comptroller's schedule.
No charge
Records sent to another provider for your care. Records requested by an insurance company we contract with, for payment, claim review or audit. Disclosures required by law. One complete copy to support a claim for veterans' disability benefits, Social Security or SSI, or Aid to the Aged, Blind, or Disabled benefits.
How to request records
Making a request
Current clients, ask your therapist. Former clients, send your request through our contact form. Every request has to be in writing with a valid authorization that meets HIPAA and the Illinois Mental Health and Developmental Disabilities Confidentiality Act. If cost is a hardship, just ask. The Clinical Director can lower or waive the fee, and you don't have to explain or prove anything. We never hold back records because of an unpaid balance.
Timing
We release records within 30 days of getting a complete request. HIPAA allows one 30-day extension, and we'll tell you in writing if we need it. If a record can't be produced electronically, we'll explain why in writing. Third-party requests need a valid signed authorization or court order. A subpoena alone isn't enough.
Good to know
Letters, reports & summaries
These are professional services, not record copies. A letter from your therapist is $25-$100, a form of 1 page or less is $100, and forms of 2+ pages are up to $300. Need it fast? Add $25 for under 2 weeks or $50 for under 1 week. We give you an estimate, and you agree to it in writing before we start.
Court & depositions
Court testimony and depositions are billed separately. Ask us for a quote.
Questions or disputes
All billing questions, including fee questions, go to Angelica at billing@bodhicounseling.care. You can ask the Clinical Director to review any fee.
Ready to get started?
Texting is fastest. You can also call 217-731-4638.