Identify the office that holds your request
Current patients are directed to their case manager or service coordinator. Former patients are directed to the mental-health or IDD records department. The program lists 325-658-7750 and 833-406-0857 for routing these requests.
Before calling, note the clinic where you received care and the approximate dates. Start by saying that you need copies of records, rather than a new intake. If your care involved more than one service, ask whether one request covers all relevant records or whether another department must also respond.
Describe the records and destination before completing the form
Concho Valley instructs requesters to complete its Release of Information form. Obtain the current form directly from the assigned contact.
Prepare a private note with the date range and purpose of the request. If another practice needs the records, ask that practice which documents would be useful and verify its receiving address or secure delivery method. Then ask Concho Valley how to express that request on its form. Do not guess at an authorization field or sign an explanation you do not understand.
Choose a delivery method you can actually use
The published instructions offer collection of a paper or electronic copy, or mailing the records. They describe processing as taking up to 10–15 business days; that is a program estimate, not a guaranteed completion date.
Ask how you will know the request is complete, whether any fee applies to your particular request and what identification is needed for pickup. If you need records for an upcoming visit, share that date and ask what is realistic. Keep the request date, staff contact and agreed follow-up date in one place.
Check receipt without assuming a care transfer is complete
When records arrive, compare the dates and document types against your request. If something appears absent, describe the specific gap to the records contact rather than sending an entirely new request without explanation.
For a care transfer, separately ask the receiving practice whether the material arrived and whether anything else is needed before the visit. Keep appointment confirmation in your calendar even if record delivery is still pending, and ask the practice how it wants to handle that situation. Records delivery alone does not schedule care.
Your next-step checklist
- Note current or former patient status and the relevant service.
- Ask for the current release form.
- Confirm scope, recipient, delivery choice and possible charges.
- Track submission and receipt separately from appointment scheduling.
Keep personal, insurance and medical information in the appropriate organization’s approved secure channel.
Common questions
Can a former Concho Valley patient still ask for records?
Yes. The program publishes a records-department route for people who no longer receive its services.
What should I do if the receiving practice cannot find the records?
Check the destination and delivery details with both offices. Ask which specific document is missing and who will follow up, rather than assuming the entire request must be restarted.
Sources and verification
The sources below support the administrative information in this guide. Follow the responsible organization’s current instructions when requirements, forms or contact routes change.
- MHMR Concho Valley: Access to health records — checked .