RECORDS REQUEST PROCEDURE

Middle Path Counseling MO/KS is committed to protecting client confidentiality while complying with applicable federal (HIPAA 45 CFR § 164.524) and state regulations (MO RSMo § 191.227 / KS) regarding access to mental health records.

To ensure efficient processing while keeping services accessible, records requests are handled according to the fee and delivery schedules outlined below.

1. FREE SELF-SERVICE ACCESS (CLIENT PORTAL)

Clients seeking immediate access to their records at no charge may request to have their documents uploaded directly to their secure Client Portal.

• Fee:$0.00 (FREE)
• Turnaround: 1–3 business days.

2. STAFF-ASSISTED REQUESTS & FEE SCHEDULE

When administrative staff must manually compile, print, export, or mail records, processing fees apply. Fees differ depending on who submits the request and the delivery method selected.

Tier A: Direct Client Requests

(Requested directly by the client or their legal guardian for personal use)

Delivery Method	Fee Calculation
Electronic Copy (Secure Email / Digital File)	$6.50 flat fee (or actual administrative staff labor time at $20/hour)
Paper Copies (Printed & Mailed)	$0.50 per page + actual postage costs
Optional Rush Processing (Turnaround < 7 business days)	$30.00 additional fee

Tier B: Third-Party & Legal Requests

(Requested by attorneys, insurance carriers, legal entities, or record retrieval services)

Delivery Method	Fee Calculation
Third-Party Processing Fee	$30.00 base administrative fee + $0.70 per page (up to state statutory maximums)
Optional Rush Processing	$50.00 additional fee

3. REAL-WORLD EXAMPLES

To clarify how these fees apply in practice, review the following examples:

• Example 1 (Client requests Portal Access):
  Jane requests a copy of her treatment plan to review at home. She selects the Client Portal option.
  Total Cost: $0.00
• Example 2 (Client requests Emailed File):
  John requests an electronic export of his therapy records sent via secure email for a personal move.
  Total Cost: $6.50
• Example 3 (Client requests Printed/Mailed File + Rush):
  Sarah requests a 20-page paper copy of her chart mailed to her home address on an expedited basis (under 7 days).
  $10.00 (20 pages × $0.50) + $4.00 (postage) + $30.00 (rush fee) = Total Cost: $44.00
• Example 4 (Law Firm Requests Records):
  A law firm requests a 40-page chart for legal proceedings using a standard HIPAA authorization form.
  $30.00 (base fee) + $28.00 (40 pages × $0.70) = Total Cost: $58.00

4. SUBMISSION OF REQUESTS

All staff-assisted record requests must be submitted in writing using our official Release of Information (ROI) form, signed by the client or legal guardian.

Acceptable Submission Methods:

• Client Portal: Upload directly through your portal messaging
• Email: admin@middlepathmo.com
• Fax: 816.500.2070
• Mail / In-Person:Middle Path Counseling MO/KS
  Attn: Records Department

5. TURNAROUND TIMES & PAYMENT

• Standard Requests: Processed within 30 calendar days of receiving a valid ROI and required payment.
• Rush Requests: Processed within 7 business days upon receipt of ROI and rush payment.
• Payment Methods: Invoices are issued and paid securely through Stripe Invoicing or Simple Practice. Payment must be received in full before records are released.

6. CONTACT & INQUIRIES

For questions regarding records requests, portal setup, or fee calculations, contact administration:

• Email: admin@middlepathmo.com
• Call/Text: 816.500.2070

Updated September 14,2026