Premier Bariatric Institute Medical Record Transfer Policy

Medical Record Transfer Policy

Introduction

This policy outlines the procedures for transferring patient medical records from Premier Bariatric Institute (PBI) to requesting entities, in compliance with the Health Insurance Portability and Accountability Act (HIPAA) and other relevant privacy laws. The policy ensures the safeguarding of patient privacy and the secure handling of sensitive health information.

Scope

This policy applies to all requests for the transfer of patient medical records from PBI to external entities, including healthcare providers, insurance companies, and legal representatives.

Policy Statement

PBI is committed to maintaining the privacy and security of patient health information while facilitating the necessary and lawful sharing of medical records.

Consent Requirement

  • Written Consent: Prior to any transfer of medical records, PBI requires written consent from the patient or their legally authorized representative. This consent must specifically authorize PBI to release medical records to the identified requesting entity.

  • Content of Consent Form: The consent form must include:

    • Patient’s full name and date of birth.

    • A specific description of the information to be disclosed.

    • The name and contact details of the entity receiving the information.

    • The purpose of the disclosure.

    • An expiration date or event for the consent.

    • Patient's signature and date of signing.

  • Verification: The consent form will be verified for authenticity and completeness by PBI staff before any transfer is initiated.

Transfer Process

  • Request Submission: The requesting entity must submit a formal request along with the patient's written consent.

  • Review and Approval: PBI’s medical records department will review the request for compliance with HIPAA regulations and PBI policies.

  • Limitation of Transfer: Only clinical documentation generated within PBI’s Electronic Medical Records (EMR) system will be transferred.

  • Exclusion of External Records: Any clinical documentation not originated within PBI’s EMR must be obtained directly from the originating hospital or clinic.

  • Secure Transfer Methods: Transfers will be conducted using secure methods such as encrypted email, secure fax, or a secure file transfer service.

Patient Rights

Patients have the right to:

  • Access their medical records held by PBI.

  • Revoke their consent in writing at any time.

  • Request a restriction on certain uses or disclosures of their information.

Compliance and Enforcement

  • Staff Training: All staff members will be trained on HIPAA compliance and this policy.

  • Auditing and Monitoring: Regular audits will be conducted to ensure compliance.

  • Violations: Any violation of this policy will be subject to disciplinary action in accordance with PBI’s policies and procedures.

Amendments

This policy may be amended from time to time to reflect changes in law, regulatory requirements, or organizational practices.

Contact Information

For questions or concerns regarding this policy, please contact:

Premier Bariatric Institute

By email: info@premierbariatricinstitute.com

This policy has been designed to ensure the utmost protection of patient health information during the transfer process, in accordance with legal and ethical standards. Compliance with this policy is mandatory for all PBI staff and associates.