Medical Record Requests

Requests
In compliance with federal regulation and following conditions outlined in the Health Insurance Portability and Availability Act (HIPAA), PTP will provide medical records requested by parents, legal guardians, and adult clients. 

If your services are funded by the Georgia Division of Children and Family Services (DFCS), please contact your county DFCS directly.

Please note: PTP specializes in psychotherapy and does not release confidential psychotherapy notes. HIPPA defines psychotherapy notes as "notes recorded, in any medium, by a health care provider who is a mental health professional documenting or analyzing the contents of conversation during a private counseling session or a group, joint, or family counseling session and that are separated from the rest of the individual’s medical record." PTP psychotherapy notes are only released via subpoena or court order. In place of psychotherapy notes, you may request a formal summary document. 

Submit your request using our secure online records request form. You will receive a completed copy of your request when when the document has been executed by all parties. 

Please allow 30 days for our staff to prepare your file and prepare to present your ID if you collect your file in person at one of our PTP offices. 

Questions? Call 404.378.2300 x5349  (direct > 470.355.5349) to speak with our document request administrator.

Fees

• For documents transferred electronically (email and/or fax), the administrative retrieval fee is $25.88. There are no additional charges for records transmitted electronically.
• For documents prepared for pick up at a PTP office (or mailed), the administrative retrieval fee is $25.88 plus:
  • 97 cents for 1-20 pages.
  • 83 cents for 21-100 pages.
  • 66 cents for 100+ pages.
  • ​+ postage (if mailed)

                 (2015 Georgia Department of Community Health Medical Records Division fee schedule)

Fee Exceptions

• If your services are funded by the Department of Family and Children Services (DFCS), you must request your documents directly from your county DFCS office. DFCS personnel will contact PTP for your records and retrieval fees will be waived.
• PTP also provides medical records at no charge for disability benefit or vocation rehabilitation programs.

Medical Records Amendments

Parents, legal guardians, or adult clients may request an amendment to a medical record in writing. The written amendment, or an amendment denial with an explanation, will be mailed within sixty days after receipt of an amendment request. ​​