All records with regard to a student’s engagement in mental health treatment and/or services at the William and Mary Counseling Center are considered a part of their health record and are confidential. Records are maintained for 7 years past the last date on which the last service was provided. Information regarding contact with our center will not be disclosed to anyone outside of the Counseling Center without the client's written authorization to release the information except as mandated or allowed under Virginia law.
In situations where an exception to confidentiality protection may exist , the William and Mary Counseling Center will make an effort to discuss the circumstances and procedures for the disclosure with the client and enlist the client's assistance in resolution of the situation .
To Request Client Records:
The release of records require the completion of our HIPPA compliant Consent to Release Information form properly signed by and verified with the identity of the student. The form must be witnessed by someone who is not a blood relative.
A copy of our Consent to Release Information form is available here or from our administrative staff and is required to ensure we are meeting the standards of practice and law regarding your confidential information. Please note, signed release forms must be notarized or witnessed and submitted via regular mailed to the Counseling Center with an original signature if you are unable to complete the form in person.
If mailing the form, please address the postage to:
William and Mary Counseling Center
240 Gooch Dr.
Williamsburg, VA 23185
After submitting a request , a counselor may call to verify the request and/or consult about the purpose of the release of records . Requests will be fulfilled in accordance with the law which provides for the timely and appropriate response. In order to ensure proper handling of records, responses may take up to 15 days and will not be provided on demand. Please ensure your contact information is accurate , as a delay in verification may postpone the release of records . Responses to requests for information contained in a confidential record will be delivered in person, via fax or via USPS Certified Mail due to our inability to ensure the security of email.
For more information on the Law on Patient Health Records see the Code of Virginia § 32.1-127.1:03 - Health records privacy.