How to simplify managing medical records with digital release of information forms

A Quick Review of the HIPAA Privacy Rule

Since it became effective on April 14, 2001, the HIPAA Privacy Rule (45 CFR §164.500-534) has ensured that patient privacy is protected and that health data can flow freely between authorized parties.

Under the Privacy Rule, HIPAA-covered entities, including healthcare providers, can use and disclose individually identifiable protected health information without an individual’s consent for treatment, healthcare operations, and payment.

The Rule also grants patients the right to access any health data created, stored, or maintained by healthcare providers. That means that providers must maintain a group of records that patients can readily access or amend.

To achieve this goal, providers can use digital tools to collect, store, and distribute health information. The HIPAA Security Rule comes into play here, too, as it protects all individually identifiable health information that is created, received, maintained, or transmitted in an electronic format.

This information, known as “electronic protected health information,” or e-PHI, must comply with the Privacy Rule. As a result, providers are expected to utilize technology that is designed to be HIPAA-compliant.

Understanding Release of Information or HIPAA Release Forms

To comply with HIPAA Rules, a signed release of information form must be obtained from a patient whenever their protected health information needs to be shared with other organizations or individuals. The only exceptions to this rule are cases where information is required for routine disclosures as permitted by the HIPAA Privacy Rule.

This form acts as an official recognition of the information that will be used or disclosed. It also lists statements that explain a patient’s rights regarding the disclosure of information, including their right to revoke authorization.

What should a release of information form contain?

A HIPAA-compliant release of information form can vary slightly in its contents, but it should, at the bare minimum, contain information such as:

• A description of any information that will be used or disclosed by the provider
• A description of the purpose for which the information will be used or disclosed
• The name of the entity to whom the information will be disclosed
• An expiration date at which consent to use or disclose the information is withdrawn
• A patient signature and the date that the authorization is signed; in cases where a representative signs instead of the patient, their relationship with the patient must also be detailed

As mentioned, the release of information forms should also contain language that advises individuals about their rights. This includes details that explain to the individual:

• Their right to revoke authorization
• Exceptions to their right to revoke authorization
• How authorization can be revoked

It’s also key that HIPAA release of information forms be written in accessible, plain language. Once the form is completed, patients should be provided with a complete copy of the signed form.

Why use a digital release of information form?

Completing and submitting the release of information forms is a routine part of patient intake and health management. Having a standardized release of information form is, as a result, crucial – but even with a standard form, the process of printing, distributing, collecting, and storing paperwork can be a hassle.

That’s where a digital release of information form can come in handy. Some providers scan or upload a paper version of a release of information form that can be downloaded by the patient and completed by hand. Another option is a fully digital form, which providers can create using a platform like Linear Health.

Create fields, descriptions, and signature boxes that can be filled out using a computer or mobile device to simplify the process of completing HIPAA release forms for patients and your staff alike. Making the switch to a digital paperwork process is well worth the effort, particularly as your patient population grows.

Save Time & Resources

Skip the headache of creating physical copies of release forms and using manual processes to upload their information to your records system. With digital release forms, everything gets done within minutes. Plus, you can save trees by cutting back on the amount of physical paperwork that flows through your office.

Lighten Administrative Burdens

Another key perk of digital release forms is the potential for automation. With the help of Linear Health, your teams can automatically push completed patient intake forms to your electronic health records (EHR) system.

Once a new patient begins the intake process, you can automatically send all required paperwork to their devices. After each form is completed, its fields and information go right to your records – no need for manually entering information!

Secure Storage

Using a HIPAA-compliant form builder like Linear Health’s allows you to create digital release forms that use advanced encryption and compliance tools for signatures to ensure that all information is protected and secure. When it’s time to distribute information, do so with just a few clicks, all without worrying about violating HIPAA regulations.

How to Leverage Linear Health to Streamline Record Management

Digitize patient intake and registration processes using HIPAA-compliant release of information forms powered by Linear Health. Our platform makes it simple to digitize any form, send it to patients via SMS link, and collect data, all while reducing the amount of work your staff needs to handle.

With Linear Health, you can do far more than create digital HIPAA release forms. Our HIPAA-compliant form builder is designed to help healthcare providers design customized surveys, fillable PDFs, and unique forms that give you access to more analytics than ever before.

Make routine tasks like sending, receiving, and creating a release of information forms a breeze with Linear Health. Book a demo with us today to see how our technology can help providers streamline workflows and deliver more efficient and higher-quality care to patients.