Health Information Technologies and Processes

Records of Adopted Children

  • 1.  Records of Adopted Children

    Posted 09-11-2019 16:58
    Hi,

    I work at a community mental health center.  Often we have minors who are in DHS custody for various reasons.  Sometimes parents lose rights and the minor is adopted.  My questions are:
    1.  If you are notified an active client/patient is adopted do you create a new record or do you simply update the demographics and legal custodian information?
    2.  If you create a new record do you enter an Alert or some type of a notification to staff that another record exists?
    3.  Do you keep a copy of the adoption papers in the record?  If there are multiple children involved in the adoption, do you redact their names from the active client/patient record?
    4.  Does anyone have a sample policy they would be willing to share?

    Thank you,
    Lynn

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    Kathryn Boyes
    Director, HIM
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  • 2.  RE: Records of Adopted Children

    Posted 09-12-2019 13:21
    In my understanding and experience the demographics should be updated. I would not start a new chart, which would split the clinical data. But I agree, the best way to start would be seeing if others have policies or procedure documents on this as well.

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    Lori Richter
    Ehr Compliance Director
    Catholic Health Initiatives
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  • 3.  RE: Records of Adopted Children

    Posted 09-12-2019 13:44





  • 4.  RE: Records of Adopted Children

    Posted 09-13-2019 09:53
    In Wisconsin, it is required we protect the identity of the biological parents and cannot release the pre-adoption records. If the EHR is able to lock down that information, I would agree with not splitting the record.  If not, best practice is to split the record.  We do add an internal note to clinicians there are previous records available. The statutes allow us to keep the record intact if there is a medical risk to the patient if the record is split, which is a decision I ask the provider to make if it is indicated.

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    Sharon Meyer
    Regional Him Manager
    R1 RCM
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  • 5.  RE: Records of Adopted Children

    Posted 09-13-2019 10:06

    I think that makes sense.  I cannot find an Oklahoma law that covers this issue, except for newborns.

     

    Lynn Boyes, RHIT

    Health Information Management Director,

    HIPAA Privacy Officer

    7010 S. Yale Ave | Tulsa, OK 74136
    lboyes@crsok.org 918.236.4135 direct line

    918.499.1598 fax

    Website Facebook  Twitter LinkedIn | Instagram

     

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  • 6.  RE: Records of Adopted Children

    Posted 09-14-2019 11:52
    Could visits that have bioparentsn information be marked as confidential and then if records are requested this information could be reviewed and redacted so the adoptive parent would only see what was needed?

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    Tara Fairbrother
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  • 7.  RE: Records of Adopted Children

    Posted 09-16-2019 17:18





  • 8.  RE: Records of Adopted Children

    Posted 09-16-2019 21:34
    1.  If you are notified an active client/patient is adopted do you create a new record or do you simply update the demographics and legal custodian information?
    We are not a psych facility, but we do handle adoptions as part of the birth registration process.  Once the paperwork is signed at the facility by the birth mother, I remove the mother from the demographics and add the adoptive parents.  Once discharged, I update the baby's name.  The birth parents no longer have a right/access to the record.

    2.  If you create a new record do you enter an Alert or some type of a notification to staff that another record exists?
    We don't create a new record.

    3.  Do you keep a copy of the adoption papers in the record?  If there are multiple children involved in the adoption, do you redact their names from the active client/patient record?
    We scan in the paperwork completed by the birth mother, including the release of parental rights, agreement to the adoption, and a few other consents.  The originals are also maintained in a locked folder in the director's office.

    4.  Does anyone have a sample policy they would be willing to share?
    Our facility does not have this listed in our policy; it's more of a procedure based on how we handle our records within the limitations of our EHR.


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    Jesse Floyd, MHI,RHIA
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  • 9.  RE: Records of Adopted Children

    Posted 09-17-2019 09:23

    Thank you Jessee.  I appreciate the information.

     

    Lynn Boyes, RHIT

    Health Information Management Director,

    HIPAA Privacy Officer

    7010 S. Yale Ave | Tulsa, OK 74136
    lboyes@crsok.org 918.236.4135 direct line

    918.499.1598 fax

    Website Facebook  Twitter LinkedIn | Instagram

     

    A close up of a logo  Description generated with very high confidence