To the uninitiated, release of information is a simple process – find the record, copy the record, send the record. So easy to do that ANYONE can be entrusted with the work.  This is simply not true.  Release of medical information today, is much like performing forensic document examination, “the study and interpretation of evidence that takes the form of a document, including handwriting and printing.” (www.wikipedia.com)

It only takes a few moments to realize that release of medical information has many layers and many questions to be answered before copies are made or records are printed.  The end product looks so nice and easy in no small part due to the expertise of the release of information (ROI) professionals you see everyday.

 For example, a request for records comes in. Before records can even be found in the files some key questions need to be reviewed. What are the records for? Who is requesting the records and do they have the authority to view them? What time period of service is being requested? Are there underlying legal and regulatory requirements that need to be satisfied to release the information?

 Once these release questions are answered then the records can be located.  But even then, there are questions to be answered. Do the records the ROI Specialists is reviewing match the authorization? Does the patient have a common name? Do these specific records belong to that patient? Do the dates of service match what is being requested?  Do the services performed match the purpose of the release? (worker’s compensation claim, disability appeal, insurance claim).

 After these and other questions are answered can the records actually be sent to the requester?  But there is more. How should the records be sent? If there is an electronic component to the records can we release them electronically and in what format? How are we tracking the release and who do we report the audit trail to? Can we invoice for the copies sent and if so, how much can we invoice?

 Add to this that we are always looking for ways to be more efficient and for new knowledge to keep our professionals at the cutting-edge and for methods to exceed industry security standards.  We dig into requests, review authorizations, find the exact information requested and it is easy to see our job in “forensic ROI” has many layers and many questions to be answered before a “copy” or “print” button is pushed.  Once these questions are answered the copies are made, images are selected giving the impression that this was easy to do.    As Paul Harvey says, “now you know the rest of the story.”