Medical release forms, often called HIPAA release forms, are essential documents in healthcare when information about a patient is to be shared with a third party - like an employer.

Why are medical release forms necessary? Short version - to tell the user where their data is going and how much is going. Patients who fill out their medical consent forms during onboarding consent to the medical release process.

Let’s learn the why, what, and how of medical release forms and the best practices to make them.

Why Are Medical Release Forms Needed?

The critical function of a medical release form is to authorize the sharing of a patient's medical information. This authorization is specific, outlining who can receive the information and for what purpose. Common purposes include:

• Sharing records with other healthcare providers ensures continuity of care if the patient switches their insurance or healthcare providers.

• Submitting claims to insurance companies for reimbursement, as in the case of a claim or during sign-up for a health policy.

• Complying with legal requirements, such as court orders or research studies.

Clarity is key. Thus, the form must explicitly state these purposes. Patients can be made aware of such releases in the HIPAA-compliant medical consent forms as a precursor to the medical release forms. These purposes are stated when the patient fills out a medical consent form during onboarding.

Recipients and Scope of Medical Release Forms.

In medical release forms (also called HIPAA release forms), specifying who will have access to the patient's medical information, including their medical history forms, is critical.

The form should list the recipients, whether they are individuals (another doctor taking over treatment) or organizations (insurance providers).

Additionally, the form should define the extent of information shared, whether entire medical history forms or certain parts from the medical records are being passed on.

An often overlooked mistake in medical release forms on the patient side is of “time.” A patient must be informed of the duration the information will stay with the other party.

Patient’s Choice on Their Medical Release Forms.

Patients have the right to control their information. Hence, medical release forms should allow them to:

• Set a timeframe for the release, like a specific number of months or until a particular event occurs.

• Choose which parts from their medical history forms will be released in the HIPAA release forms.

• Revoke authorization anytime, typically by submitting a written notice or connecting with the HIPAA compliance officer of the healthcare provider.

What Could Be the Expected Implications?

Medical release forms must also include disclaimers about the following:

• Possible costs associated with accessing records and who shall bear these costs - patient, insurance provider, or employer, in the case of corporate insurance.

• Redaction of sensitive information, like HIV test results or any mental health issues that the patient might want to keep private.

• The possibility of further disclosures by the recipient if and when the need may come, as per legal requirements from the medical release forms seeking party.

Clear Communication Matters More Than You Think.

As a healthcare service provider, you must empower patients to ask questions if they find any part of the medical release forms unclear. Being HIPAA compliant, you must clarify and explain the form's contents, ensuring patients understand their rights and options.

This could mean handing out our brochures after a patient has been onboarded or using a healthcare chatbot to educate them while they are treated. A doctor or nurse asking the patient if they are aware of HIPAA and medical consent would give an idea of what level of education a patient and their family require before they agree to sign a medical release form.

HIPAA Release Forms: The Sum Up.

As a patient, when encountering medical release forms, review them carefully, ask questions if needed, and ensure their proper understanding and execution.

For the healthcare service providers, while doing the health survey in medical history forms, inform the patients about the “why” of the HIPAA release forms process in advance.

In HIPAA release forms, this approach will promote informed healthcare decision-making by the patients and impact your organization’s reputation in the long run.