Privacy Protection Notes

1. Display the Privacy Protection Notes page: On the Quickview, click Manage Privacy (under the Privacy heading).

2. Click record access restriction, record sharing restriction, reporting restriction, or confidential communications (under the Privacy Notes heading).

    

   The difference between privacy protection notes is: 

   • “Record access restriction” restricts user access to patient records. Only users with Privacy: Access Blocked Patients or the Emergency Access: Privacy: Access Blocked Patients permissions can access charts that have this privacy protection, or the user must be a rendering, scheduling, or supervising provider for the patient. A rendering, scheduling, or supervising provider for an appointment can access a restricted patient’s record for 15 days before and after the appointment without specific permissions.

   • "Record sharing restriction" prevents sharing of a patient’s records with other people. For example, a patient can request that their medical information be withheld from a spouse or other family member.

   • "Reporting restriction" excludes a patient from report results when you run reports using the Report Builder. No reports will include a restricted patient unless you select the Show Reporting Restricted Patients option when running the report.

   • “Confidential communications” requests an alternative means or alternative location for communicating a patient’s health information. For example, a patient might request that you use a cell phone number instead of a home phone number to communicate medical information.

   The Privacy Protection Notes page appears.

3. Type — Verify the type of privacy note that you want to create.
4. Source — Select the source of the request.
5. Form — Select the appropriate form, if applicable. (Your practice must have at least one form or document defined to use this menu.)
6. Request Date — Verify, enter, or select the request date (usually the current date).
7. Review Date — If you are authorized to adjudicate patient privacy requests (requires the Privacy: Approve Patient Restrictions permission), enter or select the date that you reviewed this request (usually the current date).
8. Status — Verify that the status of the request is set to REVIEW. (If you are authorized to adjudicate these requests, you can determine and set the appropriate status at this time.)
   Note: Approved privacy restriction notes also appear on the View Appointment Ticklers page under the Patient Notes column.
   
9. Request Note — Enter a description of the request. It is essential to fully describe the restrictions that are being requested.
10. Review Note — If you are authorized to adjudicate patient privacy requests, enter any notes about reviewing this request.
11. Click Save. The patient's Quickview page appears, with the number of privacy notes in REVIEW status updated.
    The new request also appears on the Privacy Information page under the Privacy Notes heading.

1. Display the Privacy Protection Notes page: On the Quickview, click Manage Privacy (under the Privacy heading).
2. Click the update link for the note. The Privacy Protection Notes page appears, with the privacy note details in the fields at the top of the page.
3. Update the fields as needed. (If you are authorized to adjudicate patient privacy requests, you can determine and set the appropriate status at this time.) When you follow up on a request, it is essential to enter the review date, the new status of the request, and notes describing actions taken and the reasons for them.
4. Click Save. The Quickview page appears, with the number of privacy notes in REVIEW status updated. The updated privacy note also appears on the Privacy Information page under the Privacy Notes heading.

1. Display the Privacy Protection Notes page: On the Quickview, click Manage Privacy (under the Privacy heading).
2. Click the update link for the note that you want to delete. The Privacy Protection Notes page appears, with the privacy note details in the fields at the top of the page.
3. Under the Privacy Protection Notes heading, click the delete link for the note that you want to delete. A warning message appears.
4. Click OK to delete the note, or click Cancel to preserve it. The Quickview page appears. The privacy note no longer appears on the Privacy Information page.
5. When you next view the Privacy Protection Notes page, the deleted note appears in the list with an undelete link next to it. The audit history of the note remains available.

1. Display the Privacy Protection Notes page: On the Quickview, click Manage Privacy (under the Privacy heading).
2. Click the update link for the note. The Privacy Protection Notes page appears, with the privacy note details in the fields at the top of the page.
3. Click the show history link. The audit history of the protection note appears.

Reporting Restriction

This type of privacy restriction applies only to Report Builder. When you run any report in Report Builder, patients with a reporting restriction are excluded from the report results unless you select the Show Reporting Restricted Patients option in the Report Options window. This window appears when you click Run Report from the Preview Report tab.

Record Sharing Restriction

This type of privacy restriction provides greater flexibility when working with different types of reports.

In Report Builder — Record sharing restriction works with the "Show Patients with Restricted Records" filter (found under Patient on the Choose & Set Filters tab). Select Yes to include only records that have a record sharing restriction in the report results, select No to include only records without a record sharing restriction, or select Pending to include only records that have a pending request for a record sharing restriction.

If you select the "Show Patients with Restricted Records" column (found under Patient on the Choose Display Columns tab), the restricted column appears in the report results and displays Y or N to indicate if a record is restricted or not, but this option does not filter results for privacy restriction.

In Activity Wizard (Advanced View), A/R Aging Wizard (Advanced View), and Collections AR Report — Record sharing restriction works with the Show Patients with Restricted Records field. This field provides four options:

• Hide All — The column does not appear in the report results; no filtering based on record restriction.
• Show All — The column appears in the report results; Y and N indicate which records have a record restriction and which do not; no filtering based on record restriction.
• Yes — The report results are filtered to include only records with an approved record restriction.
• No — The report results are filtered to include only records without a record restriction.