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1.MEP.23 |
Access of Protected Health Information (client record) by a client
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Type: Procedure
Category: General
Level: Community Care
Parties: Community Care Employees and Contractees
Printer Friendly Version: http://apps.comcareme.org/policymanual/default.aspx?code=1.MEP.23&nonav=yes
Supporting References: COA General Standards G11.4 et.al.
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Parent |
Effective Date |
Approval Level |
Revision Dates |
Last Reviewed |
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N/A |
4-13-2003
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Executive Director
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1/04
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4-13-2003 |
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Related Document Code |
Related Document Name |
Type |
Procedure: .
- Any employee or contractee who receives a request from a client to
have access to, or obtain a copy of their record, or any subset of
information included therein, should notify their supervisor and the
Privacy Officer within 24 hours of the request. The employee or contractee
should also provide the phone number to the client where he or she may
contact the Privacy Officer to discuss the process of receiving
information.
- Upon notification, the Privacy Officer will contact the client
within three (3) business days of the request and document required
information regarding the request.
- After collecting the necessary information from the client, the
privacy officer will, within five (5) business days of speaking with the
client, convene a meeting between the employee or contractee who accepted
the request, the employee responsible for maintenance of the client
record, and the clinical supervisor of the case (this must be a licensed
individual). In establishing this meeting, other relevant treatment providers
with Community Care may be included. The request will be reviewed at this
meeting and a decision made whether to grant or deny the request.
- If the request is granted, the Privacy Officer will, within five
(5) business days, notify the client by phone, and in writing, of the
approval of the request. The Privacy Officer will make arrangements with
the client to receive the information requested in a confidential manner.
- If the request is denied, the Privacy Officer will contact the
client within five (5) business days, by phone and in writing, notifying
them of the denial and the reason(s) for the denial.
- If the client requests a review of the decision, the Privacy
Officer will consult with the Executive Director to appoint a Licensed
Health Care Professional within Community Care to independently review the
denial.
- The Privacy Officer will inform the client in writing, and by
phone, of the decision of the review of the denial within three (3)
business days of the review meeting.
- All written documentation regarding the process must be maintained
as part of the client record.