Medical Records Requests

To request a copy of your records for personal use, complete the Request to Access Protected Health Information form electronically, or print and return it by mail, fax, or in person at your nearest View Point Health location.

Request to Access Protected Health Information
Solicitud de Acceso a Información de Salud Protegida

Paper Form (Print and Submit)
Request to Access Protected Health Information
Solicitud de Acceso a Información de Salud Protegida

Electronic Form (Submit Online)
Request to Access Protected Health Information
Solicitud de Acceso a Información de Salud Protegida

To have your health records sent to someone else, complete the Authorization to Release Information form electronically, or print and return it by mail, fax, or in person at your nearest View Point Health location.

Authorization to Release Information
Autorización para Liberar Información

Paper Form (Print and Submit)
Authorization to Release Information
Autorización para Liberar Información

Electronic Form (Submit Online)
Authorization to Release Information
Autorización para Liberar Información

Each client has two types of records: a health record and a billing record. Together, these make up your designated record set, which we keep securely in electronic form. Here’s what you can expect:

• Health Records: These include important documents about your care, like doctor’s notes, test orders, treatment plans, phone consultations, and substance use treatment information. It also covers things like admissions, continued stays, and discharge forms.
• Billing Records: These include consents for services, insurance info, financial forms, and records of the services you’ve received.

HIPAA protects a person’s health information for 50 years after they pass away. During this time, the authorized representative of the deceased can use the same privacy rights, including access to their health records.

New rules about the privacy of Substance Use Disorder (SUD) treatment records went into effect on February 8, 2024. These rules keep your identity, diagnosis, and treatment details confidential when you receive SUD care.

We only share your health information with others if you give us written permission using our Authorization to Release Information Form.

Your records can only be accessed by you, your authorized representative, or your legal guardian.

• Authorized Representatives

An authorized representative is someone who has the legal right to make healthcare decisions for you. For example, if you have a power of attorney, it must specifically say that the person can make healthcare decisions for them to access your records under HIPAA.

• Minors

For clients 17 years old or younger, a parent or legal guardian needs to fill out the required forms for them.

Authorized Representatives Based on Client Status

• For adults or emancipated minors, the authorized representative is someone who has legal authority to make healthcare decisions.
• For unemancipated minors, the authorized representative is a parent, legal guardian, or someone acting in place of a parent (in loco parentis).
• For a deceased individual, the authorized representative is a legally recognized person acting on behalf of the person who passed away or their estate.

Exceptions for Authorized Representatives

Sometimes, View Point Health (VPH) may decide not to recognize someone as an authorized representative. For example, if we think the client might be at risk of domestic violence or abuse, we can deny that person access to protect the client’s safety.

Access to your records might be denied if:

1. The information isn’t part of your designated record set.
2. It contains psychotherapy notes or was made for a legal case.
3. A healthcare professional believes that giving access could put you or others in danger.

If access is denied, we will send you a written notice explaining why and how you can appeal the decision.

You have the right to review and request a copy of your protected health information that is kept by View Point Health. This includes the option to ask View Point Health to transfer a copy of the information to a person or healthcare provider of your choice. You are entitled to access your protected health information for as long as View Point Health or a business acting on their behalf maintains it. This right also extends to personal representatives of clients, who have the authority to make healthcare decisions on behalf of the individual.

The Medical Records Department does not have access to billing information. Please contact the Billing Department at (678) 209-2357 to obtain these records.

Submit your request in written form, accompanied by an authorization form that includes the necessary elements and statements as per the requirements outlined in 45 CFR § 164.508 and 42 CFR § 2.31 for disclosure purposes.

As an alternative option, you can download and print the View Point Health authorization form below.

Do not submit a Client Records Request Webform, your request will not be processed.

We understand you may feel your request is urgent; however, we prioritize requests from healthcare providers. To help us serve you better, please submit your records request well in advance. Please note that records cannot be prepared or released on the same day the request form is submitted. Typically, it can take up to 30 days to process requests, or up to 60 days if the records are not stored electronically or onsite.

After submitting your request, kindly allow up to 7 business days before contacting the Medical Records Department for an update.

By law, View Point Health (VPH) can charge fees for copies of your medical records, whether paper or electronic. If you request your entire record, it may include many pages and cost more. Our Medical Records Department can help you select specific documents to keep costs lower.

• Does a person own their medical records?

No. Medical records are the property of the health care provider, not the individual.

• How do I pay my invoice for the records I requested?

You can pay your invoice by clicking the Pay My Bill link at the top of the page or clicking here. Please make sure to select your agency’s Medical Records option to ensure your payment is applied correctly and avoid delays.
Payments can also be submitted by mail to:

View Point Health
Attn: Medical Records Department
P.O. BOX 687
Lawrenceville, GA 30046

To pay by credit card, call the Billing Department at (678) 209-2357.

• I paid my invoice but haven’t received my records. What should I do?

Requested records are released once your payment has been received and successfully processed. If you believe enough time has passed, please contact the Medical Records Department at (678) 209-2403.
If you paid by check or sent your payment using certified mail, FedEx, or UPS, please be prepared to provide a copy of the front and back of the cleared check or tracking information to help us locate your payment.

• Can I pick up my medical records in person?

No, View Point Health does not offer on-site pickup for medical records. All requests are processed and released through the delivery method selected on your authorization form.

• Why am I being asked to submit additional documentation?

We request additional documentation to verify the identity and authority of the individual requesting records. This helps ensure that sensitive information is only released to authorized individuals and remains secure.

• I was treated at View Point Health when it was previously Green Community Service Board. Do you still have my records?

View Point Health retains records for 10 years from the date of last service. After that, records are securely destroyed in accordance with our retention schedule. If it has been less than 10 years since you last received services, your records may still be available.

• I requested that my records be sent to a third party that is not a healthcare provider. Why haven’t they received them?

If records are requested by a third party—or if you’ve authorized us to send your records to a third party—who is not a healthcare provider involved in your treatment, fees may apply before the records can be released. In these cases, the third party will be invoiced for the records. Once the invoice is paid and processed, the records will be released.

• I have a form, document, or questionnaire I need my provider to complete. What should I do?

Due to the high volume of requests for View Point Health providers to complete paperwork—such as Social Security (SSDI/SSI) forms, disability insurance questionnaires, employment-related documents, and FMLA applications—these forms will not be completed. This is to avoid creating a dual relationship between clients and providers.

If documentation is needed, we can provide one of our four standard letters:

1. Treatment Letter
2. Work/School Excuse Letter
3. Appointment Letter
4. Jury Duty Excuse Letter

Providers have up to 7 business days to complete these letters, and same-day requests are not accepted.

For school-related documentation (e.g., IEPs, homebound requests) for children, the Treatment Team will review each case and coordinate with the provider. Providers are encouraged to support these requests to ensure children have access to necessary educational services. Due to the complexity of these documents, please allow up to 3 weeks for completion, and submit requests well in advance—no same-day requests will be accepted.

• I need my medical records sent to the Social Security Administration (SSA). What’s the process?

We cannot send records directly to the SSA on your behalf. Your SSA case manager must submit the request directly to us. They will include a fax cover sheet with a barcode that routes your records to your claim.
Without this cover sheet, we cannot send your records to SSA. Also, please note that local SSA offices do not accept faxed records directly for claims.

What you need to do:

• Contact your SSA case manager and ask them to submit a records request to View Point Health.
• The request, including the barcode fax cover sheet, can be sent:

By fax: (678) 212-6339
By mail:
View Point Health
Attn: Medical Records Department
P.O. BOX 687
Lawrenceville, GA 30046

Once we receive the request with the cover sheet, we will process and send your records to SSA. If you don’t have a case manager, contact your local SSA office for guidance on how to proceed.

• I need my records from another healthcare provider. Can View Point Health request them for me?

No. You will need to contact the other healthcare provider, doctor, or clinic directly to request your records. View Point Health does not request records from outside providers on your behalf.

• Can I call to ask about details from my records or what my lab results mean?

The Medical Records Department is not clinical and cannot answer questions about your treatment or test results. Please ask your provider or therapist for follow-up instructions or clarification regarding your care.