How should a counselor respond when a client requests access to their records?

• A. Refuse access
• B. Explain the process, respect client rights to access where appropriate, ensure accuracy, and protect privacy
• C. Provide everything immediately
• D. Charge a fee before release

Answer: (B)

When a client asks for access to their records, the right move is to respond in a way that honors the client’s rights while keeping things clear and secure. Start by acknowledging the request and outlining how access will work. Verify the client's identity to protect privacy, then explain the steps: what records can be accessed, whether the client will inspect the file or receive copies, and what forms or processes are needed to request access. Be transparent about timelines and delivery methods, since records should be provided within a reasonable time frame and in a secure way.

Importantly, review the records for accuracy and completeness. Offer to correct any errors or clarify entries, and discuss any redaction or limitations if parts of the file contain material from other sources or sensitive content. Always balance openness with privacy—release the information that is appropriate and necessary for the client to understand their care, using redaction if needed and consistent with laws and ethical guidelines.

Fees for copying or processing may be charged, but these should be disclosed upfront and should not delay the client’s access. Refusing access without a legal basis would be inappropriate, and providing everything without regard to accuracy, privacy, or process isn’t best practice. The emphasis is on guiding the client through the process, affirming their rights, ensuring accuracy, and safeguarding privacy.