Statements & Policies

Your medical and mental health care at Texas A&M University - University Health Services is a cooperative effort between you and your medical and mental health provider. University Health Services would like for you to be aware of your individual rights as well as your responsibilities.

You Have the Right to:

• Be treated with respect, consideration, and dignity.
• Reasonable and impartial access to available, counseling and medically indicated care, treatment, and services within our capability and capacity.
• Have the counselor, medical provider, and other staff members respect your privacy and confidentiality.
• Receive, to the degree known, complete information concerning your diagnosis, test results, treatment philosophy and methods, evaluation, treatment, progress, and prognosis.
• Participate in decisions involving your care.
• Consent to, or refuse, care and/or treatment and be informed of both the risks and benefits.
• Expect reasonable attempts to communicate in your primary language or manner.
• Receive information about advance directives.
• A high standard of patient safety while in our care.
• Know the name, credentials, professional status, and experience of the people serving you.
• Select and/or change your health care provider.
• You have a right to a second opinion and end services at any time. You may discuss your reasons with a counselor or medical provider.
• Information about our services, the associated costs, and payment policies.
• Information about after-hours and emergency care
• Voice feedback or grievances regarding treatment or care.

You Have the Responsibility to:

• Provide proper identification.
• Provide complete. accurate, and truthful information about current conditions, past medical and mental health history, medications, supplements, and any allergies or sensitivities that may impact your current treatment.
• Follow the agreed-upon treatment plan prescribed by your counselor or medical provider and participate in your care.
• Inform a counselor, medical provider, or staff member if you do not understand the treatment plan or have additional questions.
• Provide a responsible adult that can transport you from the facility and remain with you if directed by your counseling or healthcare provider or indicated on discharge instructions. 
• Inform your counselor or clinician of any directive that could affect your care.
• Accept financial responsibility for charges incurred, including those not covered by insurance.
• Be respectful of other patients, staff, visitors, and University Health Services property.
• Keep appointments or cancel the appointment in advance.
• Respect the privacy and preserve the confidentiality of other patients and University Health Services staff.

Counseling & Mental Health Care Financial Practices

Charges for Services  

There are currently no charges for visits or services provided through University Health Services Counseling & Mental Health Care. There are charges for missing an appointment without appropriate notice.

Payment for Services

Charges for missed appointments are transferred to the student bursar account. Those charges are paid through Student Business Services.

Primary Care & Speciality Medical Care Financial Practices

Charges for Services 

There are charges associated for visit and services provided by University Health Services Primary & Specialty Medical Care. Charges for services are at a reduced student rate because of the Student Health Fee. Charges for services may include primary and specialty care visits, telemedicine visits, procedures, supplies, immunizations, medication, laboratory, radiology, physical therapy, dietitian, and pharmacy.    

Payment for Services

Payment for your visit is expected at the time of service. Unpaid Primary & Specialty Medical Care charges or charges posted after your visit will be transferred to your student bursar account. There may be a delay in the posting of incurred medical charges from our clinical management system to your Texas A&M student bursar account. 

University Health Services also accepts all major credit cards, checks (with driver’s license, state issued identification card, or passport), as well as payments from insurance plans. 

If you have Health Insurance

University Health Services can file health insurance for medical services rendered to you. This includes the Texas A&M Student Plan for graduate, undergraduate, and international students as well as commercial insurance and some federal programs. University Health Services does not contract with insurance companies, managed care networks or government insurance programs.

You are responsible for the payment of all co-pays, deductibles, and non-covered services as deemed your responsibility by your insurance plan. 

Questions regarding coverage and benefits may be directed to your specific insurance carrier or a University Health Services staff member.

NOTICE

Texas A&M University - University Health Services reserves the right to change the terms of this Policy at any time, and the changes will be effective immediately. Any material changes to the Notice will be promptly posted in our facilities and posted on our website if we maintain one.

QUESTIONS

If you have any questions or if you wish to file a grievance regarding these practices, please contact University Health Services Patient Services at 979.458.8310 or uhsinfo@tamu.edu.

This Notice is for Texas A&M University students who receive health services at
University Health Services.

This notice describes how medical and counseling information about you may be used and disclosed and how you may access this information. Please review it carefully.

Texas A&M University Health Services (UHS) reserves the right to change the terms of this Notice at any time. The changes will be effective immediately and will apply to all student treatment records that we maintain. Any material changes to the Notice will be promptly posted in our facilities and posted to the University Health Services web site.

UHS collects and processes your personal information while providing you healthcare services and treatment. UHS processes this information in accordance with FERPA and takes extensive effort to safeguard your PII (Personally Identifiable Information). You are afforded rights under FERPA regarding how your personal information is processed and shared.

FERPA and the difference between education and treatment records:

FERPA stands for Family Educational Rights and Privacy Act. FERPA applies to eligible students’ personal information and is classified as either education records or treatment records. Education records are defined broadly as directly related to the student and maintained by an education institution or by a party acting for the institution. Examples of an education record are transcripts, grade reports, and documentation featuring a student’s information. Conversely, treatment records are defined as records on an eligible student who is eighteen years of age or older, or is attending a postsecondary institution, which are made or maintained by a physician, psychiatrist, psychologist, or other recognized professional or paraprofessional acting in their professional or paraprofessional capacity, or assisting in that capacity, and which are made, maintained, or used only in connection with the provision of treatment to the student, and are not available to anyone other than persons providing such treatment, except that such records can be personally reviewed by a physician or other appropriate professional.

How Texas A&M University complies with FERPA:

The university’s FERPA policy can be found and reviewed here: 16.01.02.M1 FERPA Compliance

How FERPA applies to me:

Under FERPA, student health records maintained by Texas A&M University Health Services are classified as either treatment records or education records. In most cases, your records at Texas A&M University Health Services will be treatment records.

How my treatment records are used and who can access them:

Texas A&M University Health Services uses your treatment records to provide you with healthcare services, mental healthcare services, and treatment. Accordingly, any person at UHS who provides you with treatment or is involved with your care can access your treatment record. In the event that your care requires treatment from other healthcare providers outside of University Health Services we will generally require your written consent before we share your information unless otherwise allowed by law.

For these situations, UHS will obtain your written consent by having you fill out a Records Release form. You may review this form here.

What circumstances my treatment record would be considered an education record at UHS:

Any circumstance in which the record is not made, maintained, or used solely for the treatment of a student. In other words, the disclosure of an eligible student’s treatment records for purposes other than treatment would transform the treatment records into education records.

For example, your billing record is not solely made, maintained, or used for your treatment at UHS and therefore is considered an education record. Any disclosure of “education records” requires prior written consent of the student or must satisfy one of the exceptions to FERPA's general consent requirement.

Who University Health Services can share my treatment records with:

Generally, Texas A&M University Health Services will only share your treatment records with individuals you give us written consent in cases other than for treatment. However, for the following circumstances, as permitted by FERPA regulations, we may disclose your health and mental health records without your written consent:

• To comply with a judicial order or lawful subpoena
• Disclosure to the court in connection with legal proceedings involving Texas A&M University and you or your parents/guardians
• Disclosure in connection with a health or safety emergency if knowledge of the information is necessary to protect the health and safety of you or other persons.

HIPAA and why it does not apply to me:

HIPAA stands for the Health Insurance Portability and Accountability Act and safeguards the privacy of personal information contained within health records. Because you are a student, HIPAA does not apply to your records at University Health Services. Instead, FERPA applies to your records and are designated as either treatment records or education records.

Accessing my treatment record:

Portions of your record can be accessed through the UHS Clinical Management System. The following items are available through the portal to view or print out:

• Immunization records
• Labs that have been reviewed
• Provider-written letters

For details and content that is not available on the portal, please complete a Records Release form at https://uhs.tamu.edu/medical/medical-records.html.

Receiving a copy of this notice:

You have the right to a paper copy of this notice, even if you have agreed to accept this notice electronically.

Who I can contact regarding my treatment record:

Please contact University Health Services directly at (979) 458-4584 or by email at uhsinfo@tamu.edu.

Who I can contact regarding privacy concerns or questions:

If you have any privacy concerns or questions, please contact the Privacy Office at our toll-free number (833) 261-1247 or by email at privacy@tamu.edu.

Access a PDF copy of the Notice of Privacy Practices here.

University Health Services seeks at all times to maintain and respect the confidentiality of each student. Email is not appropriate for any type of treatment purposes or communication related to care and should not be used in emergency or time-critical situations. University Health Services will communicate appointment notifications by text message (if you’ve consented to text messaging) and unencrypted email (to the student's TAMU email address). These notifications may contain information about the appointment time and date, location, and provider, as well as a link for further appointment-related information. Students with concerns about this notification procedure should contact our office at 979.458.4584.

University Health Services welcomes feedback as a critical component of our commitment to student health and continual growth. To send feedback on your experience with University Health Services, please contact us.

Counseling & Mental Health Care

University Health Services is a counseling training facility. All clinical services are provided by licensed mental health professionals or providers under the supervision of a licensed mental health professional. License information or training/supervisory status for individual counselors is located on the Meet Our Team page of the University Health Services counseling website.  

• To verify the licensure status of a counselor, access the public directory located on the Texas Behavioral Health Executive Council. The mission of the Texas Behavioral Health Executive Council is to protect and promote the welfare of the people of Texas by ensuring that behavioral health services and social work practice are provided by qualified and competent practitioners who adhere to established professional standards. 
• NOTICE TO CLIENTS The Texas Behavioral Health Executive Council investigates and prosecutes professional misconduct committed by marriage and family therapists, professional counselors, psychologists, psychological associates, social workers, and licensed specialists in school psychology. Although not every complaint against or dispute with a licensee involves professional misconduct, the Executive Council will provide you with information about how to file a complaint. Please call 1-800-821-3205 for more information.
• Contact information for Texas Behavioral Health Council:
  • 1801 Congress Avenue, Ste. 7.3000, Austin, Texas 78701
  • (512) 305-7700

Primary & Specialty Medical Care

Notice Concerning Complaints 
Complaints about physicians, as well as other licensees and registrants of the Texas Medical Board, including physician assistants, acupuncturists, surgical assistants, medical radiologic technologists, non-certified radiologic technicians, respiratory care practitioners, medical physicists, and perfusionists may be reported for investigation at the following address:

Assistance in filing a complaint is available by calling the following telephone number: 1-800-201-9353. For more information, please visit our website at tmb.state.tx.us.

Benefits Related to Counseling

Benefits related to counseling may include improved ability to relate to others; a clearer understanding of self, values, and direction; decreased depression, confusion, anger, or anxiety; increased academic productivity; and an ability to cope better with everyday stress. Potential risks related to counseling services include temporary discomfort when addressing difficult or unpleasant issues in counseling, relationship changes, or realization of previously unknown diagnoses, traits or concerns.

No guarantees can be made concerning the results of treatment. You have the right to seek services from other counselors if you see fit. A counselor has the right to end services with a student if needed for personal, professional, or legal reasons.

Treatment Expectations 

Students and counselors collaborate to identify goals and associated treatment recommendations. Counselors provide appropriate information as needed during your treatment and about changes in services in ways that are reasonably understandable to ensure informed consent. Counselors explain results and conclusion regarding services as appropriate in ways that are reasonably understandable. Treatment collaboration is ongoing and may change as circumstances and needs change. Students who do not follow agreed upon treatment recommendations may be referred to outside resources. If treatment is not advancing, the student and provider may discuss alternative treatment options (which may include referral outside of University Health Services).

Your counselor has a responsibility to clarify professional relationships between them, you and each person involved in your treatment (such as when partners are involved in counselor or in group counseling settings).

If your counselor learns they may be called on to perform potentially conflicting roles (such as having to testify in court proceedings that involve you or someone involved in your treatment), the counselor explains the potential conflict and adjusts or withdrawals from professional services appropriately and in accordance with applicable licensing body rules.

University Health Services has a policy of recording counseling sessions for training and professional development purposes. All recordings are maintained in a manner that is secure and safeguards the confidentiality of student information. Recordings are deleted after they have been reviewed and are not a part of the Treatment Record. It is University Health Services counseling services policy that students may not record appointments without prior approval of the University Health Services counselor. This includes all individual, workshop, and group appointments.