The HIPAA passed in 1996, protects patients’ confidentiality, ensure people keep their health insurance upon job loss, and assist in controlling administrative costs. The Act addresses three key areas: portability, administrative simplification, and privacy. The law applies to healthcare providers, healthcare clearinghouses and health plans such as Medicare and Medicaid. Personal health information that the law considers confidential include names, significant dates such as birth dates, contact information, social security numbers, photographs and any other unique identifying information. The Act prescribes several medical forms that patients must sign in order to protect their privacy and confidentiality rights regarding the use and disclosure of medical information by health care providers. These forms include patient registration, patient medical history, the Notice of collection of patient social security number, Notice of social security number collection and use, HIPPA notice of privacy practices, HIPPA acknowledgement and consent, confidential communication, consent to treat minors, and medical records receive.
Patient registration/Patient Demographic Information Form contains five sections: patient information, next of kin details, insurance details, agreement to pay for treatment and consent to treatment. Patient information section requires the patient to fill in personal identifying information such as name, date of birth, sex, marital status, home address, social security number and contacts. The next section prompts patients to fill in the personal identifying information of next of kin whom they trust and are comfortable with hearing their medical information. Next of kin include parents, guardians, spouses or domestic partners. The insurance section contains details of both the primary and secondary insurance covers that patients have. The agreement to pay section prompts patients to agree to pay all charges arising out of their treatment including services not covered under the patients’ insurance policies. Patients' signatures on the consent section give healthcare providers the authority to conduct any treatment, examination or diagnostic procedure that are relevant to the medical condition of the patients. Patient registration forms collect information on new patients to assist in generating their medical records that act as reference points in both the current and future medical treatment.
Patient Medical History Form collects historical information on allergies, previous conditions, medications, surgeries, hospitalizations, and social behavior such as smoking and alcoholism. The form emphasizes conditions that may affect the current health, overall well-being and ability of the patient to receive treatment at the time. This form assists physicians in making decisions regarding the method of examination, formulation of diagnoses, and prescribing medication that may not exacerbate existing conditions such as diabetes, hypertension or allergies. In addition, medical histories assist healthcare providers in anticipating and managing emergencies that may arise during treatment. In some cases, medical history forms may assist in the early detection of undiagnosed conditions before they cause any harm to the patient.
Notice of Collection of Patient Social Security Number Form details the purposes for which the patients’ social security numbers are used or shared. In addition, the form describes the security measures that providers have in place to protect the numbers from unauthorized access. The form also indicates the measures that the patient may take in case of a confidentiality breach to such information.
Notice of Social Security Number Collection and Use Form acknowledges that the patient has received, reviewed and is satisfied with the provisions in the notice of collection of patient social security number. Patients' signature on the form is a sign of trust that the healthcare provider will take the necessary steps maintain the security of such information from unauthorized access or disclosure.
HIPPA Notice of Privacy Practices obligates health care providers to details how they will use and disclose the health information of their patients. Patients may also authorize the hospital to release and disclose medical records to parties that are pertinent to the treatment of the patient such as affiliate health care providers or insurance companies. In addition, the notices describe patients’ rights to access, amend and request restrictions regarding their medical records. The notice aids patients in making informed decisions when selecting the appropriate healthcare provider, and enable tem know the courses of restitution in case providers breach any privacy agreement. The law obligates health care providers to place the notices at designated places that patients can easily access them. In addition, providers must provide printed copies that patients can take with them when they leave the facility.
HIPPA Acknowledgement and Consent Form requires patients to admit that they have received, read and understood the provisions of the "HIPAA Notice of Privacy Practices" used by the health care provider. Patients are assumed to know their confidentiality rights and authorize providers to use and disclose their medical information to relevant third parties. Most healthcare providers obligate new patients to sign this form before they can receive any form of treatment. Therefore, patients must carefully read the provisions of the notice of privacy practices to avoid any future misunderstandings.
Confidential Communication Form requires patients to indicate their preferred channel of communication that the hospital can use to relay medical information such as test results or prescription information. Communication channels may include confidential voice mails, phone texts, phone calls, email, and mail. The law requires providers to accept reasonable requests from patients regarding confidential communications when such disclosure may endanger the patient.
Furthermore, the form may authorizes providers to discuss the patient’s medical information with the next of kin specified in the patient registration form. Such persons can be family members or friends. However, minors need not fill these forms because they are still under parental responsibility. Thus, providers automatically consult their parents or guardians regarding the health information of minors.
Medical Records Receive Form permits the transfer of patients’ records from their previous providers to the new healthcare providers. Such authority normally expires after one year from the signing date or on the day a minor becomes an adult. The patient reserves the right to revoke such authority at any time provided the revocation is in writing. However, revocation does not apply to the information that the previous provider has already released to the new provider.
References
Arbor Family Medicine. (2014). Forms For Patients. Retrieved November 26, 2010, from arborfamily.com/forms.aspx
FIU Health. (n.d.). Important Forms for New Patients - FIU Health of Herbert Wertheim College of Medicine. Retrieved November 26, 2014, from http://health.fiu.edu/patient-information/important-forms/index.php
