What Happens to Your Mental Health Records?

At HopeBound Counseling, we understand that the security and confidentiality of your mental health records are essential to your peace of mind. Whether you're just starting treatment or have completed your journey, it's natural to have questions about what happens to these records. We take every possible measure to safeguard your information, ensuring it remains private and protected. Here's what you need to know about how we manage your records during and after treatment.

During Treatment

Storage

Your mental health records are securely stored in our electronic health record (EHR) system, Simple Practice. This system is designed with advanced security protocols to protect sensitive information. For practices still using paper records, these are kept in locked, secure files.

Access

Only your therapist and authorized professionals involved in your care—with your explicit consent—have access to your records. For instance, if you want your primary doctor or a psychiatrist to be informed, you can sign a release of information form specifying what can be shared and with whom.

Use

Your mental health records serve critical purposes, including:

• Treatment Planning: Helping your therapist develop personalized care strategies.

• Communication: Facilitating collaboration with other healthcare providers involved in your treatment.

• Progress Tracking: Monitoring and documenting your journey to wellness.

• Insurance Claims: Submitting necessary information for coverage, if applicable.

After Treatment

Retention

State laws dictate how long mental health records must be retained. In Kansas, client records are kept for at least 10 years before they can be destroyed. For minors, records are retained until at least one year after their 18th birthday.

Storage and Destruction

Once the retention period ends, records may be:

• Destroyed: Paper records are shredded, and electronic records are securely deleted. Documentation of the destruction is retained for 25 years.

• Archived: If necessary, records are moved to a secure, off-site location for long-term storage.

Your Rights

• Access: You have the right to view your records.

• Amendments: You can request corrections to any inaccuracies in your records.

• Disclosure: You control how your records are shared and can withdraw consent at any time.

Additional Protections

HIPAA Compliance

The Health Insurance Portability and Accountability Act (HIPAA) provides robust federal protections for your health information, including mental health records. This ensures your information is only shared under strict conditions.

State Laws

In addition to federal laws, Kansas state regulations may offer further protections for your records.

Your Role in Safeguarding Your Records

Ask Questions

Don’t hesitate to discuss your concerns about record management with your therapist. Transparency is a core value at HopeBound Counseling, and we’re here to provide clarity.

Review Policies

Request a copy of our practice’s policies regarding client records. Familiarizing yourself with these can give you greater confidence in your care.

Your Security is Our Priority

At HopeBound Counseling, your trust is invaluable. By understanding how your mental health records are managed and protected, you can focus on what truly matters—your journey to mental wellness. Rest assured, we’re committed to maintaining the highest standards of confidentiality and care.

Disclaimer: This article is for informational purposes only and does not constitute legal or professional advice.

About the Author:

Thomas York is a licensed Christian counselor at HopeBound Counseling, Inc. With a passion for integrating faith and therapy, Thomas has helped numerous individuals find healing and hope through a compassionate, faith-based approach.