Internal Transfer of Records: Guidelines between PCP Offices by qI8D3u

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									 Internal Transfer of Records:
Guidelines between PCP Offices

        Paper Chart Office
               to
        Paper Chart Office
Transfer of Patients from Primary Care
Office to Primary Care Office.
Internal Transfer: Patient has requested to
transfer care to an Advantage Health or
Saint Mary’s PCP Office.
Paper Chart Office to Paper Chart Office
                                                                      (Part One)

Sending AH/SM office                                                             Receiving AH/SM Office
Paper Chart                                                                      Paper Chart
Patient to complete Authorization to Release Medical Information form
       when requesting transfer from their current Primary Care Provider’s
       office to another Primary Care Provider’s office.
NOTE: If patient is making a verbal request staff can complete the
    Authorization to Release Medical Information form and note "per
    patient request via phone call 11-4-2011". Staff should initial this
    statement and begin the transfer process so as not to hold up
    care/treatment.
Staff receives request (Authorization to Release Medical Information form)
       indicating transfer to another PCP office.
Staff verifies the patient is actively seeking treatment elsewhere by
       contacting the receiving office. Staff communicates timeframe when        Staff receives call from sending AH/SM office verifying the patient has
       the receiving office should expect the medical information.                      requested transfer.
Staff writes name of receiving provider and date of patient’s appointment at     Staff informs sending office of receiving provider and date of patient's
       the receiving office at the top of the release form.                             appointment.
The release form and the patient’s chart are given to the Primary Care
      Provider.
Provider writes an order indicating he/she approves the transfer of the
      patient’s medical records. Provider to contact receiving PCP as
      needed.
If any portion of the patient’s record is in storage, sending staff write Kent   If any portion of the patient’s record is in storage, receiving office will
       Records box number on the release form.                                          request record from storage if needed.
Paper Chart Office to Paper Chart Office
                                                                    (Part Two)

Sending AH/SM office                                                            Receiving AH/SM Office
Paper Chart                                                                     Paper Chart
NOTE: If the entire patient record is in storage because the patient has not
    been in years, sending office needs to alert receiving office. Both         If the entire patient record is in storage sending office will notify. Both
    offices will decide who will request record from storage to be                      offices will decide who will request record from storage to be
    delivered directly to receiving office.                                             delivered directly to receiving office.
Staff document on physician’s order the date original record is being sent to
       receiving AH/SM office.
Sending office should fax release form to Quality/Sue Viviano to process
      change of PCP.
The original medical record is placed in a plain envelope marked
      ‘confidential’ and the name of the receiving AH/SM office. (Do not
      write “medical records” on the envelope.)
Send the chart in the prepared envelope to the receiving AH/SM office with
      the release form paper-clipped to the outside – front flap of chart
      folder.
Create an Alert in NexGen (EPM) in the patient's chart under the clinical
      history/notes. "Patient transferred from Caledonia to NW office -
      chart sent." Be sure to set the expiration date for 60 days.
                                                                                Receiving AH/SM office documents on physician’s order date chart was
                                                                                      received.
                                                                                Staff files Authorization to Release Medical Information form within the
                                                                                        paper chart.

								
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