Confidentiality, Privacy and Security

Release of outside records to a patient

  • 1.  Release of outside records to a patient

    Posted 09-12-2019 13:48
    In reviewing our facility's policy of Release of Medical Information, the question has come up as to whether or not we can release records from another facility or physician directly to the patient.  It has been our practice in the past to not release these documents with the thought process being these "are not our records to release".   It it confusing to the patient, as often they have been the one requesting the outside records be sent to our facility, and do not understand why we will not, in turn, release the information to the patient.  In doing some research I am starting to think that our facility policy is not based on any specific regulation.  I am struggling with the question of whether or not this is considered redisclosure.  I would certainly appreciate any insight and input regarding this topic.

    Karen Evans
    Him Director
    Yuma District Hospital

  • 2.  RE: Release of outside records to a patient

    Posted 09-13-2019 09:04

    Under HIPAA, if you are maintaining those outside records in your legal record, you are supposed to release them to the patient upon request.  It is my understanding that the prior practice of not releasing these records can be perceived as a roadblock to patients' access to their records.  Would be good to tell the patient these are only a portion of their records and if they want the entire record, they need to contact the other facility.


    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 | 

    b326b5f8d23cd1e0f18df4c9265416f7  images   Website | Videos | News | Events


  • 3.  RE: Release of outside records to a patient

    Posted 09-13-2019 12:29

    The outside records became part of your record as soon as the caregivers began using information in those records to provide care to the patient.


    Warm Regards


    Marilyn Freeman, RHIA, CHPS

    Health Information Management/Compliance Officer


    Office: 916 930-3981 x362

    Mobile: 916  716-1908



  • 4.  RE: Release of outside records to a patient

    Posted 09-13-2019 18:17
    Hello, I am currently a student and taking a class in Health Information Management. We have not covered this particular scenario in school but from my current experience in the medical office it is appropriate to release the records to the patient.

    Amanda Beyenberg

  • 5.  RE: Release of outside records to a patient

    Posted 09-15-2019 19:48
    I am in total agreement with Wendy and I follow her process to the T at my place.

    Barbara Naimark
    Medical Record Coordinator/Compliance Official

  • 6.  RE: Release of outside records to a patient

    Posted 09-16-2019 17:42
    I agree with those above about releasing the records, and these records do become part of your designated record set when they are used to make clinical decisions about the patient.  You could add a disclaimer that these records did not originate from your facility and you can not confirm their accuracy or completeness.

    Dana DeMasters, MN, RN, CHPS
    Privacy/Security Officer