A release form controls information sharing
A release of information form helps document when a client authorizes the therapist to share or receive information with another person or organization. It should be specific enough that everyone understands what can be shared, with whom, for what purpose, and for how long.
This page is a practical checklist, not legal advice. Release requirements can vary by state, client age, payer, record type, and clinical context.
When therapists use a release of information
Therapists often use releases when coordinating with physicians, psychiatrists, schools, attorneys, family members, prior therapists, treatment programs, or other supports. The release should fit the specific coordination need instead of acting as a blanket permission slip.
- Coordinating with another healthcare provider
- Receiving records from a prior provider
- Speaking with a school, attorney, or family member
- Sending documentation requested by a client
- Coordinating care during higher-risk situations
What a release form should identify
The form should identify the client, therapist or practice, recipient or sender, purpose, information allowed, expiration, revocation process, and client signature. If the authorization is too broad or unclear, the therapist may need to clarify before sharing information.
- Client name and identifying information
- Person or organization allowed to send or receive information
- Purpose of the disclosure
- Specific type of information covered
- Expiration date or event
- Revocation instructions and signature
Avoid over-sharing
A release does not mean every detail should be shared. Therapists should limit disclosures to the purpose of the authorization and document what was shared, when, and why. This is especially important when psychotherapy notes, minor clients, substance-use records, court-related requests, or sensitive family situations are involved.
Digital release workflows
If releases are signed electronically, the workflow should make it clear what the client authorized and should store the signed document in the right chart. Staff and contractors should know where releases live and how to verify them before sharing information.
For digital workflow planning, use A HIPAA-Safe Tech Stack for Therapists Starting Private Practice.
Review releases before coordinating care
Before a call, email, letter, or records transfer, check whether a valid release exists, whether it covers the person or organization involved, whether it covers the type of information requested, and whether it has expired or been revoked.
Frequently asked questions
What should be on a therapist release of information form?
A release should identify the client, therapist or practice, recipient or sender, purpose, information covered, expiration, revocation process, and client signature.
Do therapists need a release to talk to another provider?
Often yes, but requirements depend on the situation, state rules, privacy laws, emergency context, payer requirements, and client authorization. Therapists should verify before sharing information.
Can a client revoke a release of information?
Release forms typically explain how a client can revoke authorization, though revocation does not usually undo disclosures already made before the revocation was received.