Frequently asked Questions about Authorizing a Relase of Information

Frequently asked Questions about Authorizing a Release of Information

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Here are some frequently asked questions about authorizing the hospital or clinic to release your personal and Protected Health Information (PHI)

Q:  Don't  I have a right to see my health record?

A:  Yes, the federal government has stated as part of HIPAA (Healthcare Insurance Portability and Accountability Act) that the patient has a right to see his or her information.  However, the paper or computer that your PHI is recorded on is the property of the hospital so in some circumstance you may have to pay for a copy to take home with you.

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Q:  How much is it going to cost me to get a copy of my Protected Health Record?

A:  It depends.  If the copies go to another physician or hospital for continuing medical care there is no charge for the records.  If the copies are for your own personal knowledge, according to hospital policy, we do not charge for information 12 month or less old.  Older records that have already been archived will have a charge.  Records going to lawyers, or insurance companies will cost you. 
Our fees are set at, or are lower than, those allowed by Minnesota State Law
Retrieval fee:  $13.79     Per page copying fee  $.99

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Q:  If I want my husband/child/other to pick up those records, what do I do?

A:  You must sign an Authorization form or write us a letter stating that it is OK for this person to have access to your PHI.  It must include your signature and birth date on it.  We must, by policy, have the request in writing.

Conset to communication with others

One time consent Form

Q:  I want copies of my parent's record, and my parent is too ill to sign or authorize the release of information.

A:  The court appointed legal guardian has the right to sign an authorization for a release of information.  In the absence of a legal guardian, the next authorized person would be a parent or spouse.  In their absence the oldest adult child, and so on down the line.  A healthcare Power of Attorney only takes affect when the person is no longer capable of making his or her own decision.

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Q:  I want copies of my deceased relatives records.

A:  The executor of the Estate can sign an Authorization.  Proof should be provided that you are the designated executor.

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Q:  I'm taking care of a child whose parents aren't available can I get copies of the child's record?

A:  You should have a signed document from the parent, legal guardian, or the State courts that states you have the right to have access to PHI of the child.  In cases of medical emergencies, records will become available to the physician without authorization.

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Q:  My child is under 18 can I get a copy of their records without their signature?

A:  Yes, but only under certain circumstances.  A child under 18 years of age does not sign the authorization, it should be signed the parent or guardian of the child, unless it is prohibited by law. 

Examples of where parents are prohibited from getting information on a child would be when the child is an underage minor who is considered emancipated under the Minnesota and Federal law.  An emancipated minor would be someone who is married but under that age of 18, pregnant, seen in the hospital for anything related to pregnancy, STD, sexual abuse, or drug and alcohol related care.  Another example would be when a parent does not have custody of the child due to court ruling , then only the custodial parent can sign an authorization. 

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Q:  My child is 18 or older but still under my care, can I have copies of their records, since I am paying the bills?

A:  Once the child reaches the age of 18 the authorization must be signed by the patient, regardless of the dependent status.  We recommend having the child sign an authorization that indicates it is OK for you to have copies of their records.

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For more answers about Authorizations for Release of PHI, call the Health Information Department and ask for the Release of Information Specialist  507-825-6153

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