HIPAA
Health Insurance Portability and Accountability Act (HIPAA)
Aliya – Lisa’s Mom
“HIPAA Authorization Form,” allows healthcare providers to release your health information to a third party specified by you. It typically includes your name, the type of health information to be disclosed, the name of the person or organization to receive the information, and an expiration date. This form must be completed, signed, and dated to grant permission for the release of your medical records under HIPAA regulations.
“Can you provide your mother’s medical records? We need to compare her recent blood tests with previous ones.” asked her doctor in Kansas.
Lisa was on a speaker phone with her mom and doctor in Kansas.
“I am in Oklahoma now; I can go now to the medical facilities and get them today.” said Lisa.
“Honey, you will have to go to both the medical facilities, the one I used before getting on Medicare Insurance and the one after.” added Lisa’s mom.
“Also, you will need the HIPAA Authorization form, signed by your mom. We can have her sign the one we use, it’s a pretty standard one and should work with both facilities, but some facilities are pretty finicky and have their own, so be prepared for that.” the kind Doctor added.
“How soon can you guys email me the form with my mom’s signature?”, asked Lisa with a sense of urgency, as it was already 2:00pm and she was leaving Oklahoma the next afternoon.
“We cannot email, but we can have it Faxed to you.” said the doctor explaining their process.
Lisa addressed her mom as they were ending the conversation, “Please include both me and dad for authority, in case the documents aren’t ready to be picked up before I leave.”
Lisa thanked her dad mentally for not letting her get rid of her antiquated FAX machine when they were cleaning his office.
Lisa took the FAX to both the healthcare facilities before 5:00pm that day, while running through a stop light and parking in a no-park zone.
The first facility said that they will have the documents ready to be picked up by 1:00pm the next day.
The second facility told her she had the wrong form, and even if she had the right form, it could not have two designated with the authority.
Luckily the first facility is the one that she had been with for decades and had the most relevant records. She scanned the records for safe keeping and overnight mailed the paper copies to her mom the next afternoon on her way to the airport.
She said to herself, as she sat down in her plane seat and took a deep breath “Did the best I could.”
Through this journey, Lisa gained not only insights into healthcare regulations, but also the bureaucracies that one must face as you navigate the duties and responsibilities of caregiving.
Navigating HealthCare From Afar
Blake and Julie’s Story
Blake paced the living room, his mind racing with the list of tasks he needed to complete. His mother, Julie, was being transferred to a new hospital closer to his home, where he could more easily oversee her care. It was a necessary move, but the logistics were proving to be a nightmare. The most pressing issue now was obtaining Julie’s medical records to ensure a smooth transition.
Blake picked up the phone and dialed the hospital where Julie was currently staying. After a few rings, a receptionist answered.
“Good afternoon, St. Mary’s Hospital. How can I help you?”
“Hi, this is Blake Abbott. My mother, Julie Abbott, is a patient there. We’re transferring her to a new hospital, and I need her medical records sent over as soon as possible.”
“One moment, please,” the receptionist said. After a brief pause, she returned. “I’m sorry, but we can’t release any medical records without a signed HIPAA authorization form from your mother.”
Blake felt a knot form in his stomach. “She’s not in a condition to sign anything right now. Is there any other way we can get the records released?”
“I understand your situation, but HIPAA regulations are very strict. We need written consent from the patient or legal documentation proving you have the authority to access her records.”
Blake sighed, rubbing his forehead. “I have a power of attorney document. Will that work?”
“Yes, if it’s a medical power of attorney, that should suffice. You can fax or email it to us, and we’ll process the request.”
Blake thanked her and quickly hung up. He rifled through the stack of paperwork on the kitchen table until he found the power of attorney form. He scanned it and sent it over to the hospital, then called to confirm they had received it.
Hours passed with no update. Blake’s anxiety grew as he imagined the complications that could arise if the new hospital didn’t have his mother’s full medical history.
Finally, his phone rang. It was the hospital.
“Mr. Abbott, we received the power of attorney form. However, it’s not specific enough to cover the release of medical records. It only grants you decision-making authority. We need a HIPAA-specific authorization.”
Blake’s heart sank. “What do I need to do to get that?”
“You’ll need your mother to sign a HIPAA authorization form. If she’s unable to sign, you might need to obtain additional legal documents, possibly through the court.”
Blake felt a wave of frustration. “She’s being moved tomorrow. There has to be another way.”
The hospital representative’s voice was sympathetic but firm. “I’m sorry, Mr. Abbott. These regulations are in place to protect patient privacy. You might want to consult with a lawyer to expedite the process.”
Blake hung up and immediately dialed his lawyer, explaining the situation. The lawyer advised him to visit the hospital with the current power of attorney document and try to get his mother’s signature on the HIPAA form, with hospital staff witnessing it, if she was able.
The next morning, Blake arrived at St. Mary’s Hospital early. He explained the situation to the nurse on duty, who agreed to help.
In Julie’s room, Blake gently explained to his mother what needed to be done. Julie, though weak and confused, managed to sign the HIPAA authorization form with Blake and the nurse as witnesses.
Blake rushed the signed form to the administrative office, praying there would be no further delays. After what felt like an eternity, the office confirmed they could release the medical records.
Blake quickly coordinated with the new hospital, ensuring they received all necessary documents before Julie’s transfer. By the end of the day, he felt a sense of relief as Julie was settled into her new room at the closer hospital.
As he sat by her bedside, watching her sleep, Blake reflected on the ordeal. The complexities and rigidities of the healthcare system had been overwhelming, but he had persevered. He vowed to stay vigilant and prepared, knowing that navigating these bureaucratic challenges was essential to ensuring his mother received the best care possible.
Cross-Continental Care
Ava and Martha’s Story
Cross-Continental Care
Ava sat in her cozy London flat, staring at the clock. It was 3 AM, but she was wide awake, her mind racing. Her mother, Martha, had been admitted to a hospital in New York after suffering a severe stroke. The doctors had stabilized her, but they were recommending a specialized rehabilitation center for her recovery. Ava needed to coordinate the transfer and ensure that the new facility had all of Martha’s medical records, but the distance made everything more complicated.
With a deep breath, Ava picked up her phone and dialed the hospital’s number in New York. The time difference meant it was late evening there. After a few rings, a receptionist answered.
“Good evening, St. Mary’s Hospital. How can I help you?”
“Hi, this is Ava Jenkins. My mother, Martha Jenkins, is a patient there. I’m calling from London, and I need to arrange for her medical records to be transferred to a rehabilitation center.”
The receptionist’s tone was polite but firm. “I understand, Ms. Jenkins, but we’ll need a signed HIPAA authorization form from your mother to release her records.”
Ava felt a pang of frustration. “She’s not capable of signing anything right now. Is there another way to get her records?”
“Ms. Jenkins, I understand your situation,” the administrator said sympathetically. “If your mother can make a mark on the HIPAA authorization form, with a nurse or doctor witnessing it, that would suffice. If not, you may need to seek additional legal action, possibly through the court, to obtain the necessary authorization.”
Ava’s mind raced. “But I’m in London. I can’t be there to facilitate this.”
“Perhaps you can arrange for a local lawyer to assist,” the administrator suggested. “They could handle the paperwork and represent you.”
Ava thanked the administrator and immediately started searching for a lawyer in New York. She found a reputable firm and explained her situation. The lawyer agreed to help and assured her they would expedite the process.
The next morning, the lawyer visited the hospital with the HIPAA authorization form. In Martha’s room, the nurse explained what needed to be done. Although weak and confused, Martha managed to make a mark on the form, with the nurse and lawyer as witnesses.
The lawyer sent Ava a scanned copy of the signed form. Ava forwarded it to the hospital’s administrative office, praying there would be no more obstacles. After a tense wait, the office confirmed they could release the medical records.
Ava quickly coordinated with the rehabilitation center, ensuring they received all the necessary documents before her mother’s transfer. By the end of the day, Martha was settled into her new room at the rehab center, ready to start her recovery.
Exhausted but relieved, Ava sat back in her London flat, reflecting on the ordeal. The process had been daunting and filled with bureaucratic hurdles, made even more challenging by the distance. But she had persevered, ensuring her mother received the care she needed. Ava vowed to stay informed and prepared, knowing that her vigilance and determination were essential in navigating the healthcare system from afar.