Hospitals usually have a policy and related procedure for responding when patients request a copy of their records. Select a procedure from your current place of employment or a local hospital. Compare and contrast the selected procedure with the principles of fair information practice (FIPPs). What other policies and procedures are in place to maintain the privacy, security, and confidentiality of patient information?
Introduction
Hospitals are required to have procedures in place for responding to patient requests for copies of their medical records. This is vital for ensuring the fair treatment of patients and protecting their privacy, security, and confidentiality. In this paper, we will examine a procedure from a local hospital and compare it with the principles of fair information practice (FIPPs). Additionally, we will explore other policies and procedures that are implemented to maintain the privacy, security, and confidentiality of patient information.
Selected Procedure: Copying Medical Records
At XYZ Hospital, the procedure for copying medical records is well-established. When a patient requests a copy of their records, they are required to fill out a release of information form. This form includes basic information about the patient as well as specific details regarding the records they are requesting. Once the form is completed, it is submitted to the hospital’s Health Information Management (HIM) department.
The HIM department then reviews the request and verifies the authenticity of the request by cross-referencing the patient’s information with their records. This step is crucial in ensuring that the patient requesting the records is indeed the rightful owner of the information. Once the request is validated, the HIM department proceeds with copying the requested records.
The copying process follows stringent standards to maintain the integrity and confidentiality of the records. Only authorized personnel have access to the records, and any copies made are carefully logged and tracked. The copies are securely stored and protected against unauthorized access. Upon completion of the copying process, the patient is notified and informed about the associated costs, if applicable.
Comparison with Fair Information Practice Principles (FIPPs)
The fair information practice principles (FIPPs) provide a framework for balancing the need for information exchange with the protection of individual privacy. Let us compare the selected procedure with the principles outlined in FIPPs.
1. Transparency: The procedure at XYZ Hospital demonstrates transparency by requiring patients to fill out a release of information form. This form clearly states the purpose of the request and the information that will be disclosed. Patients are informed about the process and any associated costs, ensuring transparency in the handling of their records.
2. Notice and Choice: By providing patients with a release of information form, XYZ Hospital enables them to make an informed choice about the disclosure of their medical records. The form clearly states the purpose of the request, allowing patients to decide whether they wish to proceed with the release of their records or not.
3. Purpose Limitation: The purpose of the selected procedure is clearly defined – it is to fulfill patient requests for copies of their medical records. There are specific guidelines and protocols in place to ensure that the records are used solely for this intended purpose and not for any other unauthorized purposes.
4. Data Minimization: The procedure at XYZ Hospital follows the principle of data minimization by only disclosing the requested records. The patient is required to specify which records they need, and the HIM department verifies the request to ensure that only those specific records are copied and released.
5. Use Limitation: The selected procedure ensures that the copied medical records are only used for the intended purpose – to provide patients with copies of their records. Unauthorized access or use of the records is strictly prohibited and monitored.
6. Data Accuracy and Integrity: The HIM department at XYZ Hospital takes meticulous care to ensure the accuracy and integrity of the copied medical records. Cross-referencing the patient’s information with their records helps in validating the request and ensures that the correct records are copied.