Policy 1114: Medical Records Patient Request
YAKIMA COUNTY FIRE DISTRICT 12
10000 ZIER ROAD
YAKIMA, WA 98908
POLICY # 1114
COMMISSION CHAIR SIGNATURE: s/b Ken Eakin, Chair
EFFECTIVE DATE: 03/01/05
REVISED DATE: 06/10/08
POLICY TITLE: PATIENT REQUESTS FOR AMENDMENT TO PROTECTED HEALTH INFORMATION
1.0 PURPOSE
To provide consistent guidelines for Yakima County Fire District 12 staff so that they may assist a patient in amending the Protected Health Information (PHI) of their patient care records in accordance with their rights under the federal Privacy Regulations.
2.0 DIVISIONS AFFECTED
All divisions.
3.0 REFERENCES
Health Insurance Portability and Accountability Act of 1996 (HIPAA)
4.0 POLICY
4.1 An individual has the right to request amendment his/her patient care records, as long as their PHI is maintained by the District
4.2 The information would not be available for inspection as provided by law, and therefore the District is not required to consider an amendment. This exception applies to information compiled in anticipation of a legal proceeding.
4.2.1 Information received from someone else under a promise of confidentiality.
5.0 PROCEDURE
5.1 The patient may only request amendment to PHI contained in the DRS. All requests for amendments must be received in writing by the Privacy Officer. The Privacy Officer, along with legal council if necessary, has 60 days in which to respond to the request. If the Privacy Officer is unable to act within the 60 days, they must present the requestor with a written statement of reasoning.
5.2 If the Privacy Officer grants the request for amendment, a letter will be sent to the requestor indicating the amendment to the PHI or record that was the subject of the request being made. A copy of the request and grant letter must be attached to the PHI or original records.
5.3 If the request is denied, the Privacy Officer will provide in writing the reasoning of the denial. A request may be denied for the following reasons:
5.3.1 The originator of the record is no longer available.
5.3.2 The information the patient is requesting to amend was not created by the District.
5.3.3 The information is not part of the patient care record.
5.3.4 The information is accurate and complete.