Records Requests

At Sensible Care, our commitment to patient-centered care means we prioritize providing our patients easy access to their health information. This empowers patients to make informed decisions about their health and well-being.

As a HIPAA-covered entity, providers have three (3) options when responding to a patient’s direct request to inspect or receive a copy of their record:

Note Sensible Care internal policy exception: Provider summaries (option #2) are an option for therapists only.

1. Allow the patient to inspect or receive a copy of their record in their preferred method (electronic or paper copy).

2. Provide the patient with a treatment summary instead of providing a copy of the record ONLY if the patient consents in advance to receiving a summary and agrees to the associated fee. (Therapists only)

3. Decline the patient’s request.

If declining a patient’s request, the provider must determine if there is a "substantial risk of significant adverse or detrimental consequences to the patient" in granting access. Our QA/Clinical Compliance Mgr.-Custodian of Records (Diana Duran) is available to assist providers in properly handling such requests.

Please review our full Policy and Procedure below:

Patient Records Requests Policy & Procedure.pdf

Records Requests and TRICARE

Sensible Care is contracted with TRICARE to provide quality care to service members and dependents. This contract allows us to communicate with a client's assigned Military Treatment Facility (MTF) without a signed release of information. Our agreement requires Sensible Care to periodically send updates on our Active Duty clients to the MTF responsible for their care, typically every 30-90 days. This information is only shared with the military psychologist on base, who is a covered entity under HIPAA. Under normal circumstances, notes and/or treatment summaries are never shared with the client's Commander or supervisors.

When You Receive a Records Request:

Create a separate ticket (internal only)
Categorize as "Paperwork"
Assign to Diana Duran
Copy/paste the original request from the patient

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