Policy 1113: Patient Access, Amendment and Restriction

YAKIMA COUNTY FIRE DISTRICT 12

10000 ZIER ROAD

YAKIMA, WA 98908

POLICY # 1113

COMMISSION CHAIR SIGNATURE: s/b Ken Eakin, Chair

EFFECTIVE DATE: 03/01/05

REVISED DATE: 06/10/08

POLICY TITLE: PATIENT ACCESS, AMENDMENT AND RESTRICTION OF USE OF PROTECTED HEALTH INFORMATION

1.0 PURPOSE

1.1 Under the Health Insurance Portability and Accountability Act of 1996 (HIPAA) Privacy Rule, individuals have the right to access and to request amendment or restriction on the use of their Protected Health Information (PHI), and restrictions on its use that is maintained in Designated Record Sets (DRS). (See policy on Designated Record Sets.)

1.2 To ensure that Yakima County Fire District 12 only releases the PHI that is covered under the Privacy Rule, this Policy outlines procedures for requests for patient access, amendment, and restriction on the use of PHI.

1.3 This policy also establishes the procedure by which patients or appropriate requestors may access PHI, request amendment to PHI, and request a restriction on the use of PHI.

2.0 DIVISIONS AFFECTED

All divisions.

3.0 REFERENCES

Health Insurance Portability and Accountability Act of 1996 (HIPAA)

4.0 POLICY

Only information contained in the DRS outlined in this Policy is to be provided to patients who request access, amendment and restriction on the use of their PHI in accordance with the Privacy Rule and the Privacy Practices of Yakima County Fire District 12.

5.0 PROCEDURE

5.1 All requests for access to records must be received at the District Administrative Office and requested in writing. Verification that the requestor is indeed the patient for which records are being made must be noted by either presenting a driver’s license, social security card, passport or other form of government issued identification.

5.2 Request for information will be forwarded to the District Privacy Officer. The Privacy Officer will respond in writing within 30 days of receipt of the request.

5.2.1 If request is approved, patient will be granted access to the PHI contained in the DRS.

5.2.1.1 No fee shall be charged for the inspection of public records. The District shall charge a fee of $.25 per page for providing copies of public records with the exception of other Governmental agencies. This charge is the amount necessary to reimburse the District for the actual cost of such copying. In the event the District is requested to mail requested copies, additional charge in the amount of the actual or estimated postage may be made. (Per Policy 1104) Under NO CIRCUMSTANCES should original PHI leave the District premises.

5.2.1.2 Access to computer that contains the DRS is prohibited.

5.2.1.3 A note must be attached to the PHI that a request was made, the date it was accessed, what specific records were accessed and if copies were made for the requestor.

5.2.1.4 Following review of PHI a patient may request an amendment to his / her PHI. See policy 1114 for amendment procedures.

5.2.2 If a request for PHI is denied, the patient may appeal the decision in writing to the Privacy Officer.