Understanding the Release of Information Process

Summary

In 1996, Congress enacted HIPAA to protect the confidentiality and security of health records, and later extended protections with the HITECH Act as health records became electronic. While patients request records, most requests come from external organizations, requiring strict authorization and compliance. Retrieving, reviewing, and delivering these records is a complex, secure process. Healthcare providers must follow strict protocols to ensure confidentiality and legal compliance. Outsourcing release of information services (ROI) helps mitigate risk, reduce costs, and ensures privacy. The increased use of electronic health records brings both benefits and heightened risks, necessitating robust security measures to protect patient privacy.

Takeaways

• 😀 HIPAA, enacted in 1996, protects the confidentiality and security of health records, especially as records become more electronic.
• 😀 The HITECH Act extended privacy protection to all health records stored and shared electronically.
• 😀 Many health record requests are made by outside organizations, not patients themselves.
• 😀 HIPAA governs who can obtain patient records and requires nine specific criteria for releasing any health records.
• 😀 Patient authorization is often required for record requests, and each request form is unique, demanding careful attention to detail.
• 😀 Retrieving electronic records is not as simple as pressing a button—records are often stored in various systems and formats.
• 😀 Every page of a patient's file must be screened for confidentiality, ensuring only authorized records are released.
• 😀 Patient records must be verified to match the authorization form before being released, ensuring accuracy and privacy.
• 😀 Sensitive information in patient records must be carefully reviewed to avoid disclosing unauthorized details.
• 😀 To comply with HIPAA's security rule, records must be encrypted before delivery or mailed physically, with the entire process tracked and recorded.
• 😀 Nearly 50% of HIM departments outsource some or all of their Release of Information (ROI) to reduce costs, mitigate HIPAA risks, and focus on patient care.

Q & A

What is the primary goal of HIPAA enacted in 1996?

The primary goal of HIPAA, enacted in 1996, is to protect the confidentiality and security of health records, ensuring that patient information is kept private and secure.

How did the High-Tech Act extend the protections provided by HIPAA?

The High-Tech Act extended HIPAA's privacy protections to include electronic health records (EHRs), ensuring that health records stored and shared electronically are also safeguarded.

Why is releasing health records not as simple as pressing a button, despite being electronic?

Releasing health records is complex because each record must be verified to ensure it matches the patient's authorization. Additionally, the records must be reviewed to ensure they do not contain sensitive or unauthorized information before being delivered.

What is the importance of verifying patient identity and authorization when releasing health records?

Verifying patient identity and authorization ensures that only the correct records are released to the right individuals, protecting patient privacy and complying with legal requirements.

What role does encryption play in the delivery of health records?

Encryption is crucial for securing health records during delivery, ensuring that sensitive information is protected and remains confidential, as required by HIPAA's security rule.

Why must every page of a patient's record be reviewed before being released?

Every page of a patient's record must be reviewed to verify that the information aligns with the patient's authorization and to ensure that no unauthorized or sensitive information is included in the release.

What are some reasons healthcare providers outsource Release of Information (ROI) services?

Healthcare providers often outsource ROI services to reduce internal costs, mitigate the risk of HIPAA breaches, and focus more on patient care rather than managing the complex process of releasing health records.

How does outsourcing ROI services help mitigate the risk of HIPAA breaches?

Outsourcing ROI services allows specialized providers to handle the complex security and compliance measures involved in releasing health records, reducing the chances of human error and breaches that could lead to HIPAA violations.

What types of sensitive information are healthcare providers careful to exclude from released records?

Healthcare providers must ensure that no sensitive information, such as private medical notes, personal identifiers, or unauthorized comments, is included in the records released without explicit patient authorization.

What are the benefits of electronic health records, and what risks do they pose?

Electronic health records make health data more accessible to authorized users, improving efficiency and care. However, they also introduce risks to privacy, requiring robust security measures to protect against unauthorized access and breaches.