Confidentiality, Privacy and Security

Special authorization form to release information verbally to friends or family

  • 1.  Special authorization form to release information verbally to friends or family

    Posted 10-07-2020 10:09

    Does anyone use a special authorization to share information with friends or family?  This would seem to create confusion since this a permitted disclosure when deemed reasonable to do so by caregivers.  If such an authorization is required, then that would infer that we couldn't share information without having a signed authorization.  My thoughts are that such a procedure could be instituted, but would be considered stricter than required, and could result in noncompliance with policy.

     

    Are others doing this, and if so, would you be willing to share the form and a bit about your experience?

     

    ___________________

    Debra A. Mikels

    Information Security Program Manager, Information Security and Privacy Office

     

    Mass General Brigham

    399 Revolution Drive, Suite 1225, Somerville, MA  02145

    T 857-282-4079

    massgeneralbrigham.org

     

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  • 2.  RE: Special authorization form to release information verbally to friends or family

    Posted 10-07-2020 13:41
    We do not use a special form for this.  Our policy is very clear on communicating with family members and friends involved in the care of the patient.   We focus on education with staff as to why this is acceptable.

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    Nancy Davis, MS, RHIA, CHPS
    Director of Compliance & Safety
    Door County Medical Center
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  • 3.  RE: Special authorization form to release information verbally to friends or family

    Posted 10-08-2020 09:40
    Our facility created a special form just for this reason, and its called 'authorization to disclose protected health information to family and friends' we have one for minors (expired at age 18) and one for adults (expired only when revoked or at death). I allows us to verbally discuss, release information to, allow portal proxy access, and staff member to view in our EMR, the patients information. Without this form, in HIMS, we can ask for verbal permission from the patient during phone calls, but having this form on file allows us to not need to do that each time. This also helps with there is not legal paperwork on file or active so that other indivduals set by the patient to be involved in the care until the patient states otherwise (revokes the form)
    It was created because our form to disclose to third parties was not always filled out correctly to allow family to call on questions about records or billing, so this form cleared up a lot for all depts.

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    Aimee Barta , RHIT
    Sr. Release of Information Specialist
    barta.aimee@mayo.edu
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  • 4.  RE: Special authorization form to release information verbally to friends or family

    Posted 10-08-2020 10:30
    Hi Aimee,
    Can you share your form?   Thanks.
    Cyndi

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    Cynthia Schreiner
    Director, Health Information Management Department
    Graham Hospital
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  • 5.  RE: Special authorization form to release information verbally to friends or family

    Posted 10-09-2020 07:57
    Interested in seeing this to.

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    Tara Yeaton
    H I M Director and Deputy Privacy Officer
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  • 6.  RE: Special authorization form to release information verbally to friends or family

    Posted 10-12-2020 14:00
    sorry, but no - I unfortunately cannot share forms that our facility has created in-house.

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    Aimee Barta , RHIT
    Sr. Release of Information Specialist
    barta.aimee@mayo.edu
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  • 7.  RE: Special authorization form to release information verbally to friends or family

    Posted 10-13-2020 09:58
    Not sure why you need a special form for this as patients can share PHI with anyone they wish so could you not use the standard authorization form and allow patient to add names to it?

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    Rebecca Reynolds
    Professor/Privacy Coordinator
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  • 8.  RE: Special authorization form to release information verbally to friends or family

    Posted 10-09-2020 08:09
    We do not have one.   It is a permitted disclosure as determined by the situation and the provider .  Having one could potentially restrict disclosures in situations where one could occur.

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    Stacey Goodenough
    Manager of Medical Records / Privacy Officer
    Wayne Memorial Hospital
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  • 9.  RE: Special authorization form to release information verbally to friends or family

    Posted 10-14-2020 08:12
    I've followed this thread with more than a general level of interest.  Speaking from my own experience...I find these friends or family forms often much more counterproductive than helpful because often they introduce more confusion into information sharing processes than they provide a benefit or solution.

    Of course...your mileage may vary depending on your driving habits and road conditions.  ☺



    Posted: 5:11 AM AZ time

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    Frank Ruelas
    Compliance Professional
    Arizona
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  • 10.  RE: Special authorization form to release information verbally to friends or family

    Posted 10-15-2020 07:48
    My current employer does not have one but at my previous employer, there was one used because they were getting many complaints from either family members (why won't you tell me anything?) or patients who at first were fine with sharing information verbally with certain people, then changed their mind and were upset that so-and-so knew about their condition.  Just documenting in the record wasn't good enough to satisfy these complaints - they wanted more "proof".  So the form was developed and the patient would sign so it was clear who they authorized to receive information or not.

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    Lance Smith
    Privacy Officer
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  • 11.  RE: Special authorization form to release information verbally to friends or family

    Posted 10-15-2020 08:48
    We have a special form for physicians who have family members who are patients, and want to be able to view the EHR of the family member. We call it the "Notification of Consulting Physicians" form, and it allows the physician to be able to review their family member's record with the consent of the family member.

    Otherwise, information is only shared with individuals who are assigned as the healthcare surrogate or power of attorney (if the patient is incapacitated).

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    Marianne Mao
    Privacy Specialist
    Memorial Healthcare System
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  • 12.  RE: Special authorization form to release information verbally to friends or family

    Posted 10-15-2020 10:28
    Sounds reasonable...and from a compare and contrast perspective...why use or put in place another form?  Could this not also be set up using what I'm sure you have as your already in place "Access to PHI" form where the family member would identify the physician as the person to whom the access would be provided?

    Just asking...by no means saying your process is anything less than effective.

    Thanks.



    Posted: 7:28 AZ AM time

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    Frank Ruelas
    Compliance Professional
    Arizona
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