While most concerns between a client and counselor can be resolved directly, there may be situations that require additional support. In compliance with the State of Texas, the information below is provided should you wish to file a report.
Please always feel free to reach out to provide feedback or constructive criticism by contacting trailheadtherapyatx@gmail.com
Business Violation Concerns
If you believe you have been a victim fraudulent business practices in the State of Texas please contact the Attorney General's Office to file a consumer complaint.
Click here to learn more about your consumer rights.
https://consumerprotection.texasattorneygeneral.gov/consumercomplaintportal/s/
License Violation Concerns
If you believe a clinician has violated their code of ethics and/or scope of their licensing regulations, please contact the licensing board.
Click here to access the Texas Code.
Texas Behavioral Health Executive Council
1801 Congress Ave., Ste. 7.300
Austin, Texas 78701
(512) 305-7700
Investigations/Complaints 24-hour, toll-free system- (800) 821-3205
https://bhec.texas.gov/contact-us/
Request records
Texas law requires that requests for mental health records be made in writing.
To obtain your records, or your child’s records, please follow the steps below:
Submit a written request
Choose one of the following options:
Via Email (if you do not have portal access) Email your written request and completed Authorization form to: scheduling@justmind.org
Subject line: “REQUEST FOR RECORDS”
Via Patient Portal Complete our HIPAA-compliant Authorization form and submit it through the patient portal of our electronic health records system.
Subject line: “REQUEST FOR RECORDS”
Include:
The specific records you are requesting
The name, address, and/or email address of the intended recipient
Additional requirements (if applicable):
Litigation-related records If records are requested for use in litigation, please include:
Cause number
Case title
Court where the case is pending
Business Records Affidavit
If you require a Business Records Affidavit, indicate this in your request
Fee: $15
Affidavits will not be provided until payment is received
Records fee
Fee for providing records: $25 for electronic records
Accepted payment methods: credit cards, or cash.
Texas law does not require records to be released until fees are paid
Couples, family, or third-party records If you are requesting:
Couples counseling records
Family counseling records
Records for anyone other than yourself or your child
State and federal law require either:
A valid Court Order, or
An Authorization signed by the individual (or parent/legal guardian)
Relevant law: 45 C.F.R. §164.512(e); Texas Health & Safety Code §§611.004, 611.0045, 611.008
Instructions for Attorneys and Document Companies
A subpoena alone is not sufficient to compel disclosure of confidential counseling or billing records, or other Protected Health Information (PHI), under HIPAA (45 C.F.R. Chapter 164).
For mental health or medical records requested or subpoenaed in litigation (including testimony), HIPAA permits disclosure only under the following circumstances:
In response to a valid court or administrative tribunal order, or
When the individual (or parent/legal guardian):
Is a party to the proceeding
Has notice that the PHI has been requested
Does not object to the disclosure
An Authorization from the individual or parent satisfies this requirement.
Relevant law: 45 C.F.R. §164.512(e)
Important Note
If the client or parent has indicated that they do not consent to release of records:
A “Statement of Assurance” will not be accepted
A valid Authorization or Court Order will be required