Medical Records

If a student is requesting to have their records released, University Health Services Student Health Center, as required by law, must obtain a written release, which allows University Health Services to transfer the student’s record. A separate release is required for each transfer. University Health Services Student Health Center maintains Student Health Information for the mandatory 7 years as outlined by the Texas A&M University policy (Item number 07.200.20). As a patient, a student is entitled to a copy of his/her records; however, the records are the property of University Health Services and guidelines are in place to protect the student’s information.

Medical Records Release Overview

1. Fill out Medical Records Release Form. See below for cost and method of delivery information.
2. Mail / fax / email the form or drop it off in UHS Patient Services.
3. Once form is received, you will be contacted by an SHS staff member for payment. 
4. Records will then be released.

For services received at the student health center, students can download a Medical Records Release Form and submit the completed form to University Health Services by email.

Students may mail, fax or email the release form. Once the form is received by the student health center, the patient will be contacted by a Patient Services staff member to discuss and process payment. Patient Services has up to 14 days to process the request. Payment must be received prior to releasing the records. Find information for each method below.

Mailing Address

University Health Services, A.P. Beutel Health Center
Attn: Patient Services
1264 TAMU
College Station, Texas 77843-1264

Contact Information

(979) 458-8310
(979) 458-8319 Fax
patient-services@shs.tamu.edu

Cost

Cost Per Method of Receipt

• Pick up: $1.00 per page (maximum of $15.00)
• *Mail, Fax or Email:
  • Under 30 pages: $15.00
  • 30 or more pages: $25.00
• X-Ray CD (Radiology images): $6.00
• **Insurance/Legal Requests: $25.00 for the first 20 pages and $0.50 per page thereafter. Additional $15.00 for executing an affidavit.
• Priority Processing Fee: additional $10.00
  • This will expedite the request to be processed within 48 hours.

ImmTrac State Registry COVID Vaccine Record Requests

Patient will need to complete the ImmTrac Release Form to request a copy of their COVID Vaccine record.

• Fax or Email: $5.00
• Same day priority request: additional $5.00
• Pickup: no charge

*University Health Services will only fax a patient's medical records to a doctor's office or another university. University Health Services is only able to send secure email records directly to the patient. All confidential medical records emailed are encrypted and password protected.

**Texas Medical Board (TMB) rules (including §165.2. Medical Record Release and Charges)

University Health Services Student Counseling and Mental Health Center is able to provide relevant documentation and/or copies of your records to you or others in a manner consistent with state laws governing the release of confidential information. Learn more about requests for documentation.

No information about counseling is released outside of Mental Health Services to anyone without a student's written authorization. Mental Health Services makes no record of visits on academic transcripts or placement files. However, there are limits to confidentiality and they include the following:

• When there is the risk of imminent harm, therapists have a legal and ethical duty to do whatever is necessary to protect life.
• When a court of law orders a therapist to release information, the therapist is bound by law to comply with such an order.
• When any individual has reason to believe that a child or mentally disabled person or an elderly person is in danger of or is being physically, emotionally, or sexually abused, that individual is obligated by law to report such abuse to the proper authorities.
• Because confidentiality does not extend to criminal proceedings in Texas, when an individual is involved in a criminal prosecution, their file may be open for court inspection.
• When therapists become aware of incidences of sexual misconduct on the part of other therapists, they are required to report that to the state board.

Additionally, a student's counselor/therapist may consult with a supervisor and/or with other professional staff members of the Mental Health Services for the purpose of providing the best possible service. Mental Health Services uses an electronic record keeping system and stores its records using state-of-the art security.