KEEPING TRACK OF HIPAA RECORD RELEASES (User's Manual, pgs. 774-776)

1. Press Reports\HIPAA\Log to open the Records Release Log.

2. Press Add to add a new entry to this Log.

3. For Date patient gave permission, enter today's date (or whenever you received permission from the patient).

4. For Patient, enter Kelly Erickson. (Skip Other person giving permission; use this if the person giving permission is someone other than the patient, e.g. parent, legal guardian, etc.).

5. For Release records to: enter the name of the person who will be receiving the records, e.g. Sally Clerk.

6. For Organization, enter XYZ Insurance Corporation, and enter its address.

7. For Purpose, enter "determine if qualifies for life insurance".

8. For Limited to, enter "last 5 years of records".

9. For This authorization expires on: enter a date 3 months from now. (You can do this quickly with Calendar\\<Pg Dn> <Pg Dn> <Pg Dn>\Ok.)

10. Press Ok to store this records release information.

Notice that the record release item is now listed in the Log. Suppose it is your job to make copies of records once the patient has given permission to do so:

1. Inside the Record Release Log, press Redisplay.

2. For Start Date, enter the earliest date that you started using this feature, e.g. 7-1-2003.

3. For End Date, accept today's date.

6. Press Ok.

The Records Release Log will now only display records with a blank space in the Date Sent column. Now, suppose you need to copy Kelly's Records:

1. Double-click on Kelly Erickson's entry, or highlight it and press Edit.

2. Review what you need to send in the Limited to field and make copies of that information.

3. Fill in the Records were sent on field with today's date (just press the up or down spin button and it fills in today's date from the blank box).

4. Select your own name for By.

5. For What was sent, fill in what you actually copied or printed out, especially if it differs from Limited to.

6. Choose how you are sending it from Method of transmission.

7. You can record any optional Comment if you feel one is indicated.

1. Press Print\By Patient.

2. For Name, enter Kelly Erickson.

3. For Start Date, enter 5 years ago, e.g. 8-1-1998.

4. For End Date, accept today's date.

5. For Type of Note, check all except Internal Messages.

6. Set Send To to Printer.

7. Press Comment. (User's Manual, pgs, 786-787). For Note is being given to, enter Sally Clerk at XYZ Insurance Corporation.

8. For Address, enter the address of XYZ Insurance Corporation.

9. For Reason, enter "determine if qualifies for life insurance".

10. For Expires, enter 90 days from now.

11. Enter an optional Comment, then press Ok to store this information in the Detailed Program Log.

12. Press Ok to print the visits.

Suppose Kelly Erickson wants you to print out a list of each time her records have been sent somewhere and give it to her:

1. Press Redisplay.

2. For Start Date, enter the earliest date you started using this feature,e.g. 7-1-2003.

3. For End Date, accept today's date.

4. For Patient, enter Kelly Erickson.

5. Do not check Show only cases where records have not yet been sent.

6. Press Ok.

7. The Log now shows all entries for Kelly.