Skip to content

Process for Releasing PHI

Here’s what happens when a patient requests their medical records:

Recording, Tracking and Verifying the Request 

The process begins when the patient submits a request to release information.  The request can come from a patient, or an interested party such as an attorney, insurance company, or medical research institute using email, phone or filling out the Release of Information form (ROI).  When the Healthcare Components Group (HCCG) unit receives the request, the specific unit immediately records it, and checks whether the authorization is valid. 

Retrieving Patient’s PHI 

The HCCG unit performs a search for the medical record number. Once they’ve located it, they extract the patient’s protected health information and notify the patient or the authorized party. 

Safeguarding Patient’s Sensitive Information 

The HCCG unit examines every piece of information carefully. Once the unit verifies that all information is in fact a part of patient’s file and not someone else’s. They also check that the dates of service are correct.  

Releasing Patient’s PHI 

Before releasing the information, the HCCG unit matches the request to make sure it’s really patient’s data. To do this, they verify the patient’s identification/social security number and date of birth. Next, the unit performs a quality review to make sure the correct PHI is included. This means another person from the HCCG unit confirms the records are the correct type and fall within the appropriate date range.  

Completing the Request and Preparing an Invoice 

In the final phase of the process, the HCCG unit places the records and invoice in an envelope and mails them to the patient or authorized party. Alternatively, they can send the documents to you via a secure, encrypted digital method such as email or an online platform. 

Process for Releasing Patient PHI PDF | docx