Health Information Technologies and Processes

Release of information

Glenda Rakes, Health Informatics and Information Management,Heal07-19-2019 18:14

Lori L. Richter, Healthcare Management,Leadership,RHIA,CHPS,MA,CPHI07-23-2019 09:47

  • 1.  Release of information

    Posted 04-30-2019 17:09
    ​​Hi guys! Louisiana state law dictates that we must keep records for 10 years in the hospital setting. We actually keep longer than that. We have 20 years available to us. What I'm questioning is how old do you actually release if you receive a request for records from a lawyer, patient, etc.? Do you only release up to 10 years even though you have older? Or do you release whatever you have?

    Thanks!

    ------------------------------
    Mikki Medine
    Him Director
    Thibodaux Regional Medical Center
    ------------------------------


  • 2.  RE: Release of information

    Posted 05-01-2019 08:03

    It is my understanding if a request is for "any and all records", you would need to send whatever records were in your possession.

     

    Wendy Mangin, MS, RHIA

    Executive Project Director – Regulatory Compliance/Privacy Officer

     

    Good Samaritan 

    520 S. Seventh St. | Vincennes, Indiana | 47591

    Hospital: 812.882.5220 | Direct: 812.885.3487 

    Fax: 812.885.3912 | wmangin@gshvin.org 

    b326b5f8d23cd1e0f18df4c9265416f7  images   Website | Videos | News | Events

     






  • 3.  RE: Release of information

    Posted 05-01-2019 09:55

    We do not accept any and all. We ask for specific dates.

     






  • 4.  RE: Release of information

    Posted 05-02-2019 08:19

    Whenever I see 'all records' I estimate the cost of the release then call the requestor.  Most times they only want/need a very small subset and they do not want to pay for a banker's box full of paperwork they don't intend to use.

     

    Regards,

    Kristin Ferriter, MHA, RHIT, CPASRM

    Program Manager Compliance and Risk Management

    It's not the strongest of the species that survive, nor the most intelligent, but the one most responsive to change- Charles Darwin

     

    CarolinaMeadows_updatedlogo

    Carolina Meadows, Inc.

    100 Carolina Meadows

    Chapel Hill, NC 27517-8505

    Phone: 919.370.7184

    Fax: (919) 929-7808

     

    SECURITY NOTICE: The information contained in this electronic message is privileged and secure and is intended only for the use of the addressee(s). You are hereby notified that any dissemination, distribution, or copying of this communication is strictly prohibited. If you have received this in error, please notify the sender by telephone and delete the message immediately. Thank you for your cooperation.





  • 5.  RE: Release of information

    Posted 05-02-2019 08:36

    This is not what I was taught that a request for any and all could not be accepted or processed.  The requesting party needed to be specific e.g. H & P; Discharge Summary, Operative Report etc.

     

     

     

     

    Sent from Mail for Windows 10

     






  • 6.  RE: Release of information

    Posted 05-02-2019 15:28
    ​Hello,
    We have a 20 year retention at our facility but we also have some records older than 20 years.  Our attorneys have made it very clear that if there is a legal request asking for "any and all", we have to produce them, regardless of the retention period.  Therefore if we have records 23 years old, we have to release all of them.

    ------------------------------
    Lee Starling, BS, RHIT
    HIM Manager, UF Health Shands
    starll@shands.ufl.edu
    ------------------------------



  • 7.  RE: Release of information

    Posted 05-02-2019 15:41

    Hello,

    I work with a law firm. When they request any and all records, that's just what they mean. When the records are received, the nurses and I go through them to determine what's missing, then they make another request ( aggressively)for any and all requests. Not producing the records hurts the case against the facility.

    Regards,
    Katherine Valeri, RHIT
    Medical Records Consultant
    KV Health Information Management Consulting
    832-764-3522






  • 8.  RE: Release of information

    Posted 05-03-2019 11:38
    How do organizations handle the documentation that came to you from other organizations produced by physicians and other clinical team members not part of your organizations?  Do you recopy these and send them too?  

    Chris Ordonia, MPH, RHIA, CPHQ





  • 9.  RE: Release of information

    Posted 05-03-2019 12:05

    Hi, we scan them to our record under other facility documents. Those never get released with our records.


    Thanks,

    Karla

     






  • 10.  RE: Release of information

    Posted 05-01-2019 09:04
    Hi Mikki,
    At the present time all of our medical records are permanent which means we have old paper charts and microfiche which predate our EHR.
    If a requester wants all records we release everything we have which means pulling microfiche.  We are a Comprehensive Cancer Center so most of these requests are for patients and patient family members who want to know the history of a loved ones cancer.

    ------------------------------
    Linda Hauck, RHIA, CTR
    Administrative Director, Health Information and Registry Network Services
    linda.hauck@roswellpark.org
    ------------------------------



  • 11.  RE: Release of information

    Posted 05-01-2019 11:02
    My understanding is if you have them and are maintaining them and they request them you release them.  Kim

    ------------------------------
    Kimberle Johnson
    [Director HIM/Privacy and Compliance Officer]
    Campbell County Health
    ------------------------------



  • 12.  RE: Release of information

    Posted 05-02-2019 08:21

    That's my understanding as well.  If your policy is to maintain for 10, but you're keeping longer then it's releasable.

    We're finding that it's a problem with our current EHR as we can mark them as inactive, but we don't have a way to purge patients or their PHI.   

     

    Regards,

    Kristin Ferriter, MHA, RHIT, CPASRM

    Program Manager Compliance and Risk Management

    It's not the strongest of the species that survive, nor the most intelligent, but the one most responsive to change- Charles Darwin

     

    CarolinaMeadows_updatedlogo

    Carolina Meadows, Inc.

    100 Carolina Meadows

    Chapel Hill, NC 27517-8505

    Phone: 919.370.7184

    Fax: (919) 929-7808

     

    SECURITY NOTICE: The information contained in this electronic message is privileged and secure and is intended only for the use of the addressee(s). You are hereby notified that any dissemination, distribution, or copying of this communication is strictly prohibited. If you have received this in error, please notify the sender by telephone and delete the message immediately. Thank you for your cooperation.





  • 13.  RE: Release of information

    Posted 05-02-2019 08:44
    I agree with both asking the requester for specifics and that you must provide records you have.

    If you don't want to want to manage records after their retention date then purge and destroy them according to your facility policy and state law.

    ------------------------------
    Christina Upton
    Health Information Management, Coordinator
    University, Student Health Services
    ------------------------------



  • 14.  RE: Release of information

    Posted 05-02-2019 09:12
    If you have them you should release them! Also, HIPAA does allow the patient to request any and all records, and you should honor these requests.

    ------------------------------
    Brenda Jay RHIT
    Manager Medical Information
    Munson Healthcare
    ------------------------------



  • 15.  RE: Release of information

    Posted 05-02-2019 09:30

    Yes, and HIPAA also allows me to have a process.

     






  • 16.  RE: Release of information

    Posted 07-18-2019 11:49
    Hi Karla-

    I am currently consulting at a facility that is looking into updating their ROI policy to only release a certain amount of records, unless the requester specifically states otherwise. (for example, release only 10 years worth). You mentioned in the thread that you require the requester to provide specific dates. I was wondering if you would be willing to share the verbiage you provide back to the requester to get them to provide specific dates? You mention above HIPAA allows facilities to have a process, unfortunately I am not having luck with my research efforts on this. Everything I read says we must comply.

    Thank you.

    ------------------------------
    Sarah Zarb
    Healthcare Consultant
    ------------------------------



  • 17.  RE: Release of information

    Posted 07-19-2019 10:51

    Hi Sarah,

     

    I just wanted to be clear that we always comply with our requests, we just seek further clarification and specificity to do so. Many times we find that a patient really does not know enough to be asking for any and all records, particularly as it relates to continuum of care. I would have to dig through my things to find the language where it states we are allowed to have a process. Let me see what I can find and will get back to you.

     

    Thanks!

     

    Karla

     






  • 18.  RE: Release of information

    Posted 05-06-2019 17:15
    Thanks everyone for your responses! This definitely helps. How many years of records do you all keep before purging them? (compared to your state law)

    For example our state law says 10 years but we keep 20.
     Interested to see what others do.​

    ------------------------------
    Mikki Medine
    Him Director
    Thibodaux Regional Medical Center
    ------------------------------



  • 19.  RE: Release of information

    Posted 07-19-2019 18:14
    Mikki,

    Our state law also has a 10 year retention requirement. The hospital switched to electronic in 1997 and the clinic in 2008. We check our storage area every few months and will shred anything that is past the 10 year mark. We have not purged anything from the electronic system yet.

    Thanks,


    ------------------------------
    Glenda Rakes
    HIM Director
    Northern Montana Health Care
    ------------------------------



  • 20.  RE: Release of information

    Posted 07-23-2019 09:47
    Good morning! Law dicatates that if you are retaining the records they must be produced. I’d recommend revising your retention policy.... ensure all state & federal laws are taken into account and then updating processes for destruction.
    If the organization chooses to maintain longer you can update your policy to say such or simply state in the policy... “if the records are retained post regulatory guidelines they must be produced for any valid requests.”

    ---------------------------------
    Lori Richter
    Onecare Ehr Compliance Director
    Catholic Health Initiatives
    ---------------------------------