How to Request Records
Client/Legally Authorized Representatives
Complete a records request form available online or at any HOTBHN facility. Proof of legal guardianship or other authorized legal authority must be provided and verified prior to the release of records when requests are made on behalf of a client.
Click Here for Online Records Request Form
Click Here to Download Records Request Form
For questions or to submit a request, please contact the Records Department using the contact information listed below.
Mail:
PO Box 890
Waco, TX 76703
Phone: (254) 752-3451
Fax: (254) 752-7421
EXTERNAL PROVIDERS/THIRD PARTY CONTACTS
To protect client privacy and confidentiality, all requests for records from external providers or third parties must be directed to our Records Department. Records will only be released after a valid, fully completed Authorization for Release of Information form has been received and verified.
Records may also be released in response to a valid subpoena or court order, in accordance with applicable laws and regulations.
Please note that certain information, including substance use treatment records and HIV/AIDS-related information, is afforded additional legal protections and will only be released with a valid, specific Authorization for Release of Information as required by law.
These processes are in place to ensure compliance with privacy requirements and to safeguard the rights of our clients.
For questions or to submit a request, please contact the Records Department using the contact information listed below.
Mail:
PO Box 890
Waco, TX 76703
Phone: (254) 752-3451
Fax: (254) 752-7421
NOTICE OF FEES FOR COPIES OF RECORDS
Our agency is committed to ensuring clients have access to their records while minimizing financial barriers. In accordance with the Health Insurance Portability and Accountability Act (HIPAA), we may charge a reasonable, cost-based fee for copies of records.
MAXIMUM STANDARD FEES
- Electronic copies (email/fax): Cost-based fee (Ex, exporting/converting/redacting)
- Paper copies: $25.00 flat fee for the first 20 pages ($0.50 per page after 20 pages)
- Postage (if mailed): Cost of paper copies (see above) plus postage (current USPS rate)
If any fee applies, you will be informed of the total cost before records are released.
Fee Waiver Request
If you have limited or no income and are unable to pay the copying fee, you may request a waiver by completing the Fee Waiver Request attached to the Request for Records forms. No proof of income is required. Services will not be denied due to inability to pay.
Requests are processed in accordance with Texas law and HIPAA.
You may exercise your rights without fear of retaliation.
Information provided pursuant to Texas Health & Safety Code Chapter 181, including §§181.103 and 181.105.