FINAL Global Module 10-11.pdf - AaronsWorld.com

REQUESTING A PATIENT’S RECORDS FROM ANOTHER PROVIDER
If clinicians would like to receive a patient’s medical records from another healthcare facility or
practitioner, they must have the patient complete an Authorization to Release Confidential Health
Information form. Clinicians should verify that the patient has filled the form out completely*, make a
copy for the chart and the patient, and submit the original completed form to the Medical Records
mailbox marked ‘Requests and Signature Returns’ (located diagonal to the chartroom window on the
second floor). A sample completed authorization form is posted across from the Medical Records
mailboxes for reference.
*When reviewing authorization forms for completeness, clinicians should verify that the patient signed
AND dated the form, and information is clearly written on the form. These elements are frequently
overlooked and cause unnecessary delays in processing. It is not necessary to provide a complete
address for major facilities and providers, if the facility’s full name and location, or the provider’s full
name and location of practice are indicated. Medical Records keeps addresses on file and provides this
information as needed. Clinicians must ensure, however, that the information provided is sufficient to
identify the individual or institution involved. The Medical Records office logs all requests for records,
so clinicians may follow up on a previously submitted request at any time by checking with the
Medical Records office.
Procedure Summary
Have the patient fill out an Authorization to Release Confidential Health Information form.
Check the form for completeness and accuracy. Incomplete forms result in processing delays.
Make two copies of the authorization form, one to be given to the patient, the other to be filed in the
patient’s chart (in the back on the right).
Submit the original form to the Medical Records mailbox marked “Requests and Signature Returns.”
Note: Average turn-around-time for receiving records is two weeks. Faculty supervisors receive notice
when the records arrive.
Expediting Requests
Medical Records will try to accommodate urgent or special requests for records as needed. If Medical
Records has submitted a request for records to another individual or facility, the staff will try to obtain
the records in time for the patient appointment. Faculty may call a facility to follow up on a request,
but records must come through the medical records office when they arrive. Incoming faxes containing
patient information go to (206) 834-4131 in Medical Records.
Similarly, a request may be given priority status by writing ‘RUSH’ at the top of the authorization
form upon initial submission to the medical records office. This option is only for times when normal
processing substantially compromises patient care.
RELEASING RECORDS TO PATIENTS AND OTHER THIRD-PARTIES
Medical Records must process all records releases. If a faculty or clinician receives a request for
records from an outside third party, the faculty member must direct the request to Medical Records for
processing. If patients wish to receive copies of their own medical records, a faculty member must
approve the release, which can result in a delay in processing the request. Clinicians should either
direct patients to the second floor appointment desk or initiate the request process as follows:
Have the patient complete an Authorization to Release Confidential Health Information form.
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