Your Records and How to Raise a Concern

Requesting a copy of your record

You have the right to request and receive a copy of your counseling record.

How to submit a request

Send a written request by email to [email protected], or by mail to Nathaniel Smith Counselor, PLLC, 7150 Preston Road, Suite 100, Plano, TX 75024. Please include:

• Your full name and date of birth
• Current contact information
• The dates of service or the specific records you are requesting
• How you would like to receive the records — secure electronic delivery, mail, or in-person pickup at the Plano office

You may be asked to complete a written authorization and to verify your identity before records are released.

Timeframe and fees

Limits on access

Certain information may be withheld where access is excepted or may be denied under federal law (45 C.F.R. § 164.524), including psychotherapy notes maintained separately from your record. If any part of your request is denied, you will receive the reason in writing along with information about your right to have that decision reviewed.

How long records are kept

Records are retained for at least seven years after services end, as required by the rules of the Texas Behavioral Health Executive Council, and longer where other law requires it. Your electronic health record — including any backup, cached, or cloud-hosted copy — is maintained within the United States, as Texas law requires.

How to file a complaint

You are not required to raise a concern with me before contacting any agency below, and doing so will not affect your care. You will not be retaliated against for filing a complaint.

Concerns about professional conduct

Licensed Professional Counselors in Texas are regulated by the Texas Behavioral Health Executive Council. You may contact the Council to verify a license or to report a violation of the Licensed Professional Counselor Act or its rules.

Concerns about health information privacy or access to your records

As described by Texas Health and Safety Code § 181.103, you may file a consumer complaint with the Texas Attorney General.

Raising it with me directly

You are always welcome to contact me first at (214) 205-0237 or [email protected].

Notice

Electronic Disclosure of Health Information

Required by Texas Health and Safety Code § 181.154

Your protected health information may be subject to electronic disclosure. This notice tells you so in advance, as Texas law requires.

Your clinical record is maintained electronically in a HIPAA-compliant record system protected by administrative, physical, and technical safeguards. Electronic disclosure may occur for treatment, payment, or health care operations — for example, sending records securely to another provider at your request, or a service provider performing a specific function on my behalf under a written business associate agreement.

Apart from those purposes and the limited circumstances permitted or required by law, I will not electronically disclose your protected health information without your separate written authorization. You may revoke an authorization in writing at any time, except to the extent I have already acted in reliance on it.

Full detail is in my Notice of Privacy Practices.