HS LOGGING / DELIVERY METHOD
The Site ID is the same as the MRN
False, Site ID determines which facility records are coming from. The MRN is a number created when a patient visits a health facility to identify the patient
A Subpoena Must have a Judges Signature in order for Sensitive records to be released
False! #1 - A Subpoena can be signed by a Judge, but it is NOT a Court Order.
#2 - Just because a Judge has signed DOES NOT mean that is what is Authorized nor Requested. Request Letters/ Subpoenas, and Court Order MUST BE READ THOROUGHLY
A Subpoena signed by a Judge, MUST include the signed HIPAA Auth signed by the patient or the Request should be pended to GSR for a CL to be sent per the Field
No, a Subpoena signed by a Judge does not need the patient authorization or a HIPAA singed form
Request for "Ta Ta Smith Johnson DOB 12. 12. 52" signed by the Patient. In EMR you locate a Ta Ta Smith John DOB 12.12.52. Can All Records be released or only MOST RECENT?
No Records should be released. Patient name is NOT A MATCH. A CL should be sent
When the Authorization is signed by the Patient, the Dr must sign the request letter and provide the DOS for records to be released
FALSE, an auth signed by a patient should include what records are authorized and the DOS to release
When an Insurance Company requests All records to only make a payment on behalf of an insured individual for a specific DOS, a signed auth should already be in the patients records
FALSE! If the insurance company is able to be verified in the medical record as the payer no signed auth is needed to make a payment regardless of when the accident took place.
A 19 yr old patient going to the US military needs birth records immediately in order for him to get in. When the request was signed the patient was 17 but his mother also signed. His mother is requesting records; in the comment section she wrote the son was away and needs for her to send the records to him immediately. Because the Mom did sign the request letter and she is requesting records of his birth when he was a child, we can send her all her sons records so he can get in the US Military
NO!, The patient is always her son, but he is considered an adult after 18. He must be the one to request records or must give her written authorization to request records on his behalf. Yes she gave birth to him, and we see her name on his birth records but once a patient is of legal age their records are secured and in order to prevent invasion of patient privacy, we MUST receive authorization
If records are released to the correct person correct patient correct location with correct delivery method and QC Team approved to send the records, but shortly after you notice you went OUTSIDE the date range requested. It is Ok to not worry about it since it was the correct patient and requestor who requested the records would receive them plus QC approved.
NO NO NO, if you notice ANY mistakes notify leadership immediately. QC team are only human who can also make a MISTAKES, to ignore the issue is no longer a mistake it is a choice to be negligent.
When psychotherapy records are requested by a patient or patient direct, we must make sure the request covers sensitive information the request has the facility letterhead and the box in HS is checked to release sensitive information.
FASLE! For sensitive records such as psychotherapy notes, drug/alcohol treatment/HIV a signed Patient Auth is required and the box in HS must be checked
When a 3rd PARTY, ie Release Point, Chart Squad/Complex, are requesting records they must have the signed Authorization or Court Order signed by a Judge Only
FALSE! Any 3rd Party requestor MUST have a LOR even if they have an order signed by a judge. We need verification that they are allowed to request and receive records on behalf of and Attorney
The "Work Next" allows you to work the very next request in order, the requests that has a current/past due date, or the most recent requests received to hurry and gets those processed so they do not get Past DUE
The requests that have a past due date or the most current dates are selected when WORK NEXT is used properly
If records are to be Certified by no certification page is included with the Request or Authorization. You DO NOT need to select the Certification Box in HS
FASLE, if request is read thoroughly and the records must be certified, the box in HS must be checked. Datavant has their own certification page
COC and Patient requests are the ONLY requests we can send Sensitive Information on?
False! If the request is NOT requesting sensitive information WE DO NOT RELEASE! Less is BEST!
A patient request or patient direct must be signed by the patient, must include the HIPAA Auth which must be validated and must include the purpose
FALSE! A patient request or Patient Direct, does not require a HIPAA Auth, the patient is always has the right to access, NO reason is needed, it is their records
When a Request Letter is received requesting Date of Injury with specific date range for a MVA for All Imaging accompanied by a Court Order signed by a judge to release ALL records including sensitive information we must make sure to include all of the sensitive information?
NO! The Judge authorized all records all sensitive information IF IT IS NEEDED!!!! The request is NOT asking for ALL. The request was very specific; the Court Order ensures to cover all basis of a request IF the requestor wants to ASK for more!
If Request Letter is received requesting records be sent to 12345 S. Datavant Dr for or emailed to datavantcare.org. Authorization Letter received shows address for records to be sent to PO. Box 1111. The ID however shows address of 3451 S. Sky Dr.
WHERE ARE THE RECORDS TO BE SENT???
Sent to PO. Box 1111
PO Box
The Authorization Checklist must not be used when sensitive information is being requested
Absolutely FALSE! Authorization Checklist MUST BE USED and MUST be VALIDATED
What are the 3 Queues that must be SELF INITIATED to check on a daily? When should they be checked
FQC- Fulfillment Quality Control
AFE - Auto Fax Exception
Awaiting Certs- Awaiting Certification
Checked at START of day, check 30 mins BEFORE MEAL BREAK, check 1 hour BEFORE EOD
Verify Assist is the ONLY option available to verify Patient Information
FALSE! Verify Assist is to SUPPORT manual verification. Each page MUST be reviewed by the processor who is about to release.
COC Requests are required to have the patients' signature in order to release ALL records
NO, COC requests are request from another healthcare facility that must receive the records to continue the patients care.