Patient Access to Records, Copies, and Release of Information
Gives patients access to their own clinical records (a free copy at the next visit or within 4 business days as the Agency’s standard for every patient, and within the HIPAA limit of 30 days for formal requests), sets out how records are amended, and controls every release of information to others, which needs the patient’s signed authorization unless the law allows the disclosure without one.
About this policy
- Policy number
- DC-HH-REC-02
- Version
- 1.0
- Main rule
- 22-B DCMR §3912.2(m)
- Library
- Washington, DC home health · 58 policies
- Category
- Records
- Sections
- 30
In short
- Patients have a right to see and get a free copy of their own record. Write down any request and give it to the office the same day.
- A current patient gets the record at the next visit or within 4 business days, whichever is sooner.
- Do not share a patient’s information with family, friends, or anyone else unless the patient agrees or the office tells you it is allowed.
- Releases to lawyers, employers, insurers, or others need a signed authorization. The office handles them.
- Send any request about mental health information, a subpoena, or the police to the privacy official, Lee Sample.
What's inside
30 sections. The full text comes with the One-time Policy Pack.
- Terms of Reference
- 1. Purpose
- 2. Scope
- 3. Definitions
- 4. Policy Statement (22-B DCMR §3912.2(j) and (m))
- 5. Patient Requests to See or Copy Records
- 5.1 Receiving the request
- 5.2 Time frames
- 5.3 Form and format
- 5.4 Fees
- 5.5 Denials
- 6. Amendment and Accounting of Disclosures
- 7. Who May Act for the Patient
- 7.1 The patient
- 7.2 Personal representatives
- 7.3 Checking authority
- 8. Releasing Information to Others
- 8.1 Without authorization (permitted by law)
- 8.2 Interagency sharing consent
- 8.3 With authorization
- 8.4 Mental health information
- 8.5 Other specially protected information
- 9. How Releases Are Made
- 10. Responsibilities
- 11. Records and Compliance Monitoring
- 12. Staff Training
- 13. References
- 14. Related Policies and Forms
- 15. Approval
- 16. Revision History
An inspector may ask
- A patient asked for a copy of her record yesterday. When will she get it, and what will you charge?
- Show me how you log requests for records and when each was answered.
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