Health Information Technologies and Processes

​unsolicited records and patients who have not been seen recently

  • 1.  ​unsolicited records and patients who have not been seen recently

    Posted 07-15-2019 11:39

    Hello -

    Does anyone have a sample policy or process that speaks to unsolicited ER records for patients that have not been seen in years by our provider?  Is there a best practice for whether to scan them into the record or send them back to provider?

    Our scenario is we have ER's sending records to us for patients that have not seen our physicians in three or more years.  From a compliance standpoint, I am trying to figure out what to do with them.

    Thank you

    Sarah



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    Sarah Jackson
    Compliance Manager
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  • 2.  RE: ​unsolicited records and patients who have not been seen recently

    Posted 07-23-2019 09:51
    I would review your organizations policy on active patients versus inactive patients. If you have a policy regarding inactive patients and therefore if they came back to the entity they would be treated as a new patient, then I do not believe you would need to maintain the records that you obtain when they are inactive.
    With that in mind it might be best practice to keep the charts/documents for a week to ensure the patient hasn’t called in for a follow up appointment. Although you can always call the entity to re-send copies of necessary.
    You also may want to call the hospital and ensure when they are registering patients that they are revalidating the actual PCP with the patient versus maintaining what they had there from their last visit.

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    Lori Richter
    Onecare Ehr Compliance Director
    Catholic Health Initiatives
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  • 3.  RE: ​unsolicited records and patients who have not been seen recently

    Posted 07-23-2019 15:47
    That's what I was thinking.  Thank you for your response!  I truly appreciate it.

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    Sarah Jackson
    Compliance Manager
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