Here鈥檚 what happens when a patient requests their medical records:
Recording, Tracking and Verifying the Request听
The process begins when the patient submits a request to release information.听 The request can come from a patient, or an interested party such as an attorney, insurance company, or medical research institute using email, phone or filling out the Release of Information form (ROI).听 When the Healthcare Components Group (HCCG) unit receives the request, the specific unit immediately records it, and checks whether the authorization is valid.听
Retrieving Patient鈥檚 PHI听
The HCCG unit performs a search for the medical record number. Once they鈥檝e located it, they extract the patient鈥檚 protected health information and notify the patient or the authorized party.听
Safeguarding Patient鈥檚 Sensitive Information听
The HCCG unit examines every piece of information carefully. Once the unit verifies that all information is in fact a part of patient鈥檚 file and not someone else鈥檚. They also check that the dates of service are correct.听听
Releasing Patient鈥檚 PHI听
Before releasing the information, the HCCG unit matches the request to make sure it鈥檚 really patient鈥檚 data. To do this, they verify the patient鈥檚 identification/social security number and date of birth. Next, the unit performs a quality review to make sure the correct PHI is included. This means another person from the HCCG unit confirms the records are the correct type and fall within the appropriate date range.听听
Completing the Request and Preparing an Invoice听
In the final phase of the process, the HCCG unit places the records and invoice in an envelope and mails them to the patient or authorized party. Alternatively, they can send the documents to you via a secure, encrypted digital method such as email or an online platform.听
Process for Releasing Patient PHI 听|