IMPORTANT NOTICE:

Emerge Clinic is permanently closed. While our billing department and records requests remain open, we no longer provide services, and we will not be able to respond to calls or emails.

Can I Find Referrals To A New Provider Here?

All former Emerge Clinic providers have moved on to new practices. While we cannot provide you with referrals, you may find a selection of former Emerge Clinic providers, now providing services independently within their own private practices, are available at Therapist Circle PLLC. We also recommend using google search to locate suitable providers near you.

Access To Medical Records

If you are seeking your health records, and you established care with any of the providers listed below from Jan 2024 or later, then please contact that provider directly as they are the correct custodian of your records.

  • Dev Brierley

  • Jake Blondheim

  • Amy Fritsch

  • Alison Donaldson

  • Ravyn Ramos

Record Expiration

Records for clients seen by Emerge Providers (excluding those above for the periods listed) before May 2024 will be securely destroyed after May 31, 2029, in accordance with Washington law WAC 246-809-035.

After this date, we will no longer be able to provide access to any historical records from Emerge Clinic. Please submit your request before this deadline if you anticipate needing documentation for any purpose.

Emerge Clinic maintains client records for a minimum of five (5) years after the last date of service, in compliance with WAC 246-809-035. For clients under the age of 18 at the time of service, we may retain records longer at our discretion, though Washington law does not mandate an extended retention period for minor clients under LMHC care.

Privacy and Security

All records are stored in encrypted, HIPAA-compliant systems. We use secure transfer methods (encrypted email, fax, or secure download portals) for record delivery. Your protected health information (PHI) is never shared without your explicit written authorization.

We comply with the Health Insurance Portability and Accountability Act (HIPAA), 45 CFR §§ 164.500 et seq., and Washington State law (WAC 246-809-035) regarding client confidentiality and data security.

Record Request Tracking

All record requests are logged with the requester’s name, date of request, method of verification, and delivery method. We maintain an internal audit trail for all disclosures of protected health information in compliance with 45 CFR §164.528. You may request a list of disclosures related to your own records.

Accessing Your Client Records Immediately

Your full medical records are available to you through your HIPAA-compliant secure Charm portal account (found at CharmPHR.com) and will continue to be available there for as long as you keep your portal account active. Your Charm portal account is independent of any clinic, and is not be impacted by our closure. We require all clients to activate their portal account when accessing our services, so if you were an Emerge Clinic client then you will already have full access to your records - we recommend that you download your records for your own personal use and to make available to your next mental health provider.

If You Cannot Access Your Portal Account

If, for some reason, you are not able to access your patient portal through Charm then you may use the method below.

Custodian-of-client / Behalf-of-client Requests

You may request medical records for clients for whom you are legal guardian and are authorized to consent for their health care. Note that in Washington State, minors aged 13 and older have the right to consent to their own health care and consequently permission must be given by any client currently aged 13 and older to release their records regardless of your relationship to them. If the client is older than 13, physically or mentally incapacitated and otherwise unable to make informed decisions, then provided you have documentation that clearly describes your role as medical authority for the client (i.e. guardianship papers, medical power of attorney, a court order) then you may submit an ROI (including documentation showing your authority) on their behalf.

If you are not a legal guardian and are acting on behalf of a client, then you must supply a signed ROI from the client authorizing that records should be supplied to you specifically. We will not respond without a client-signed ROI.

How To Request Your Records Manually

  1. Download, print out, and complete an ROI (must include a valid signature and DOB):

  2. Provide us with an email to which we can send a secure link for download of your records. We will default to faxing your records if you do not provide an email, but understand that most fax machines do not handle the hundreds of pages in a chart, and it most likely will delay your request significantly.

  3. Send us your completed ROI (in order of preference) via:

    • Email to :
      records@emergeclinic.com
      with subjectline “Records request”, using a secure and encrypted email (note that unencrypted email could potentially be read by a third party and by using an unencrypted email you are agreeing to accept that risk) .

    • Fax to :
      (360) 329-2055

    • Mail to (please allow an additional 30 days) :
      Emerge Clinic - Records Request
      PMB 770
      1050 LARRABEE AVE, SUITE 104
      BELLINGHAM, WA 98225-7367

Getting Your Records - Formats and Fees

As our clinic is closed and records are held by a guardian, in-office inspection of public records is not available. We strive to accommodate your preferred format for public records requests whenever reasonably possible, in accordance with the Washington State Public Records Act (Chapter 42.56 RCW). See above for the most efficient format for delivery (ie. secure link via email).

Records Formats and Charges

  • Digital Copies: All charts are digitally held. Please supply an email where we can send a secure link allowing you to download your records in PDF format. This is by far the easiest, most secure, most accessible, and fastest format.

  • Fax Copies: You must provide a HIPAA-compliant, secure fax number. Records can be faxed providing your fax machine can handle hundreds of pages - note that most cannot, with costs reflecting actual transmission expenses - $0.10 per page.

  • Physical printed copies: We can no longer provide physical copies, as all branches of the clinic are now closed.

Payment and Deposits

  • A deposit of up to 10% of the estimated cost may be required before we process your request.

  • For large requests, records may be provided in installments, with payment required for each installment before proceeding.

  • If your request requires special information technology expertise, customized services, or physical digital media, additional charges will apply to cover the actual costs incurred — payable in advance.

Need Help with a Records Request?

For all records-related questions, please email our records email at records@emergeclinic.com. We regret that we cannot answer technical questions, or offer support beyond the information shown here, and providing records where appropriate.