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Patient Access to Records, Copies, and Release of Information

Gives patients and their representatives access to their records: the patient’s copy is free and available at the next home visit or within 4 business days, whichever comes first; requests are made on a signed form dated within one year as Ohio law requires; identity is checked; Ohio’s fee limits apply to anyone else; and records go to other people only with a valid authorization or as the law allows, with Ohio’s extra protection for HIV information and Medicaid recipient information.

Preview: full text with a package
About this policy
Policy number
OH-HH-REC-02
Version
1.0
Main rule
ORC 3701.74
Library
Ohio home health · 59 policies
Category
Records
Sections
21

In short

  • Patients may see and get a free copy of their record at the next home visit or within 4 business days, whichever comes first.
  • If a patient asks you during a visit, help them fill in and sign the request form and tell the office the same day.
  • Ohio law needs a signed, dated request that says where the copy should go. Check the person’s identity before giving any record.
  • Give records to anyone else only with a valid authorization or the Privacy Official’s approval.
  • HIV information and Medicaid information have extra protection in Ohio. Send those requests to the Privacy Official.

What's inside

21 sections. The full text comes with the One-time Policy Pack.

Full text with a package
  • Terms of Reference
  • 1. Purpose
  • 2. Scope
  • 3. Definitions
  • 4. Policy Statement (ORC 3701.74)
  • 5. Who May Ask
  • 6. Receiving a Request
  • 7. Time Frames
  • 8. Form of Access
  • 9. Fees
  • 10. When Direct Access May Be Limited
  • 11. Release to Others with an Authorization
  • 12. Disclosures the Law Permits or Requires Without Authorization
  • 13. Request Log and Accounting
  • 14. Responsibilities
  • 15. Records and Compliance Monitoring
  • 16. Staff Training
  • 17. References
  • 18. Related Policies and Forms
  • 19. Approval
  • 20. Revision History

An inspector may ask

  • A patient asks a nurse for a copy of her record during a visit. What happens, and how fast?
  • Show me your log of record requests for the last quarter and the dates each was filled.

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