Section 14: Psychotherapy Notes – Use and Disclosure
Psychotherapy notes are process notes that capture the therapist’s impressions about the Patient containing details of the conversation considered to be inappropriate for the medical record, and are used by the provider for future sessions.
Psychotherapy notes are no longer created by or on behalf of the Callier Center. However, the Center may retain some psychotherapy notes from care provided to Patients in the past.
Policy
Psychotherapy notes maintained by the Callier Center shall be kept separately from the rest of the Patient’s medical record.
Callier Center shall not release psychotherapy notes except:
- Pursuant to a signed Authorization
- When an authorization for a use or disclosure of psychotherapy notes is combined with another authorization for a use or disclosure of psychotherapy notes.
- As required by law
- In a judicial or administrative proceeding as permitted by the HIPAA privacy rule
- In response to a request from the Department of Health and Human Services in compliance to the HIPAA privacy rule.
HIPAA Regulatory Citations: 45 CFR § 164.508(a), § 164.308(3)(ii)
Effective: 04/14/2003
Revised: 1/31/2023, 04/13/2013
Reviewed: 10/21/2022, 03/21/2021, 08/13/2015
Heather Zimmerman, HIPAA Privacy Officer
UT Dallas Callier Center
