Records Requests
Access To Your Medical Records
Current Emerge Clients
Your full medical records are now available to you through your HIPAA-compliant secure Charm portal account (use the link the menu above or by going to 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 our or any clinic and will not be impacted by our closure. We require all clients to activate their portal account when accessing our services, so if you are a current 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, for some reason, you are not able to access your patient portal through Charm then you may use the former and inactive clients method below.
Client Custodian 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, then you must supply a signed ROI from the client authorizing that records should be supplied to you specifically.
King Health Associates Former Clients, Or Inactive Emerge Clients
You can request copies of your medical records by printing out and completing an ROI (click HERE to download a PDF version of the ROI), and fax it to (360) 329-2055 or by mailing it to;
Records Request
315 Lakeway Drive
Bellingham, WA 98225
Or, if you have access to a secure and encrypted email, or if the patient chooses to accept the risks associated with unencrypted email (that such email communications could potentially be read by a third party) the completed ROI form may at your discretion be sent by email to records@emergeclinic.com
Public Records Request 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).
Available Formats and Charges
Digital Copies: $0.10 per page for scanning documents. Additionally, $0.05 for each four electronic files or attachments uploaded, and $0.10 per gigabyte for electronic transmissions. A secured email is required from you to send a secure link where you may download the digital copy.
Fax Copies: $0.10 per page. Records can be provided via fax, with costs reflecting actual transmission expenses. A secure fax number is required.
Physical printed copies: $0.15 per page. Postage costs will be additional and based on the actual cost of mailing, including packaging. A mailing address is required.
Postage and Delivery Charges
The actual cost of mailing or delivering records will be charged in addition to the per-page copying fees. This includes the cost of postage and any necessary packaging materials.
Custom Charges
If your request requires special information technology expertise, customized services, or physical digital media, additional charges will apply to cover the actual costs incurred.
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.