What’s included in a records request PDF?

A cover page with your provider and practice information, the client’s details, the date range, an authorization/certification statement, and a HIPAA confidentiality notice; treatment plan pages for therapy records; and a page per session with date, CPT code, duration, location, charge, and notes. Every page is stamped with a unique Record ID.

Why do I pick a single service type?

Therapy, life coaching, and spiritual direction are legally distinct record categories, so each records request is scoped to one category. The service-type chooser only appears when a client has sessions in more than one category.

Are psychotherapy notes included?

No. Psychotherapy (process) notes are excluded from records requests, consistent with 45 CFR 164.524. Records requests draw from your official session records.

How do I send records to the requester?

ShrinkNotes generates a certified, audit-logged PDF and downloads it via a short-lived secure link. You then deliver it to the requester through your own secure channel — there is no built-in send-to-third-party feature.

Records requests

When a client or third party requests records, ShrinkNotes assembles a certified, HIPAA-aware PDF of your session records — scoped to the right category and date range.

How do I create a records request?

From the client’s page, open the actions menu and choose Records Request.
If prompted, choose the record category under Records for (only shown when the client has more than one service type).
Leave All Records checked, or uncheck it to set a Start Date and End Date.
Confirm the matched record count, then click Generate PDF.

What’s in the records PDF?

A cover page: your provider info (name, NPI, license), practice details, the client’s name and date of birth, and the records date range.
An authorization/certification statement and a HIPAA confidentiality notice.
Treatment plan pages (for therapy records): presenting problem, goal, objective, frequency, diagnoses, and notes.
A page per session: date and time, CPT code, duration, location (Telehealth or In Person), charge, and session notes.
A footer on every page with the page number, a unique Record ID, and the generation date.

Scope: a records request covers the sessions you (the logged-in provider) recorded for that client. In a multi-provider practice, each provider generates their own records.

How are records delivered securely?

ShrinkNotes generates the PDF, writes an audit-log entry for the export, and downloads the file to you through a short-lived secure link. You then deliver the records to the requester through your own secure channel. Past requests are listed under Previous Records, where you can re-download them at any time.