HIPAA Patient Directory

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					HIPAA
Patient Directory




                    Policy 3.1.20 in the
                    Administrative Guide
Patient Directory Information we can share
with the public but is limited to:
   The patient‟s name
   Location in our facility
   One word statement of condition, such as
    good, fair, serious, critical. (released by
    patient care team)
   Religious affiliation (available only to clergy)

   Patient can exclude some or all of their
    information from the directory.
                     Created by CCTC
 Who Can Information be Shared With?


Unless the patient asks us not to, this information can be shared
with:

The clergy. For example, the Methodist pastor can obtain a list
of Methodist patients.

Others who ask for the patient by name. For example, patient
visitors and florists.




                          Created by CCTC
Outpatient Clinic Workflow
1. The following statement about the directory will be
    included with appointment reminders and other
    printed materials provided to the patient as
    appropriate: Patient Directory- UAMS
    maintains a list in the computer system of
    current patients and their scheduled clinic.
    This information may be provided to callers
    and/or visitors who may need to locate you.
    If you do not want to be in this directory,
    please call the clinic. Similar information may
    also be included in area signage.


                     Created by CCTC
Outpatient Clinic Workflow
2. The patient will be included in the directory
  unless they tell us not to include them. The
  directory is visit specific so a request will
  need to be made for each visit. For
  outpatient clinic purposes, directory
  information is limited to patient name and
  location.



                  Created by CCTC
Outpatient Clinic Workflow
3. Patients who are present and wish to be omitted
   from the directory will fill out a Request to be
   Excluded from the Patient Directory form that
   will be scanned into EPF in the “HIPAA” document
   type. If the patient is not present, the registration
   person taking the information will fill out the form.
   The staff will need to clearly outline for the patient
   the consequences of this request, i.e. that we will
   not be able to provide their clinic to family and
   friends trying to locate them.


                      Created by CCTC
Outpatient Clinic Workflow
4. Documentation will be maintained in OSCAR
   in the “Info Release Indicator” field in PATU
   regarding the patient‟s directory status. The “Info
   Release Indicator field” is usually empty. It should
   only have something entered if the patient has
   asked to be excluded from the directory. In that
   case, the registration person will add the „N” (no
   info) flag in the “Info Release Indicator” field in
   OSCAR to indicate that “no information” is to be
   given out on the patient. The „N” flag will prevent
   the patient from displaying on the Patient
   Information Screen.

                     Created by CCTC
Patients will be included in the directory unless they tell us not to include them.
Patients who “opt out” of the patient directory will have an “N” enter in the “Info
Release ind” fields PATU.




           BALL, LUCILLE                 001060015-1262
                                                                                S
                                                                                A
                                                                                M
                                                                                P
                                                                                L
                                                                                E



                               Created by CCTC
What Do I Do When Asked for Patient
Directory Information?
5. When a visitor asks for a patient location, you must
  use the Patient Information Screen in OSCAR to
  assist them. Only today‟s visit will display. If the
  patient is listed, you may provide their location if it
  displays. If the patient is not listed, they may have
  asked to be excluded from the directory, or they may
  not be a patient here. Tell the requestor, “I‟m sorry, I
  don‟t show them in our system. They may not be a
  patient here or may have chosen to not be listed in
  our directory.”



                     Created by CCTC
What Do I Do When Asked for Patient
Directory Information?
   The OSCAR Patient Information Screen only
   displays outpatients. You can call the Patient
   Information Desk at 686-6416 and obtain
   information to assist the visitor if the patient
   is an inpatient. When questions arise, be sure
   and request assistance from your supervisor.
   Note: it is not necessary to check the patient
   directory before providing directions to
   visitors who ask where a specific clinic or
   doctor‟s office is.

                   Created by CCTC
To assist a visitor go to “Patient Information” only




                       Created by CCTC
Look up patient




                       BALL




                  Created by CCTC
If they display, you may provide their
location


                    BALL



 BALL, ABBIE     A/FCM
 BALL, LUCILLE   A/NEUM
 BELL, DING      A/FCM
 BELL, DONG      A/EYEB
 CHICK, HENRY    A/NSUR
 CHILDREN, KK    A/EYEB
 COLEMAN, MILK   A/NEUM
 COOL, DUKE      A/MED




                    Created by CCTC
Inpatient Workflow




      Created by CCTC
BALL, LUCILLE                                                                                       001060015-1262




Patients will be offered the opportunity to “opt out” of the patient directory at registration.
The patient will be included in the directory unless they tell us not to include them. The directory is visit specific so a request will need
        to be made for each admission.
                                                                 Created by CCTC
Registration Staff will select the appropriate flag in the “Info Release Indicator” field when
     registering a patient who has “opted out” of the directory.

  N - No Info ( to be used if the patient “opts out of the entire directory – no name, no location,
      no condition, no religious preference)
  L - No Loc (to be used if the patient wants only their location omitted from the directory)
  C -No Condition (to be used if the patient does not want their condition released)
  D -No Loc/Cond ( to be used if the patient does not want their condition or location released)
                                              Created by CCTC
   Additional Information


Patients who request their religion to be omitted will have their denomination
entered as “none”.


Admissions will stamp the patient information sheet to indicate when a patient
has been admitted to the hospital and requested to have any or all of their
information omitted from the directory, and they will call the unit.




                                 Created by CCTC
    Provisions of Inpatient Information
    from the Patient Directory

What do I do when asked for Inpatient Directory
  Information?

   Refer clergy requests to the Office of Pastoral Care.


   Refer requests from the media to the UAMS Office of
    Communications and Marketing, (501) 686-8149 or (501) 395-5989
    in accordance with Policy A.2.01 – Media Relations and Release of
    Information. After hours calls will be referred to the Assistant
    Director of Nursing via the Hospital Operator (501) 686-7000.

                               Created by CCTC
     All Other Requests

   All other requests for patient directory information must be
    provided via the HBO INFO (Information Desk Inquiry) screen
    or by calling Patient Information at 686-6416. Note: the HBO INFO
    screen can be utilized to locate both inpatient and outpatients.

   If the patient displays on the INFO (Information Desk Inquiry)
    screen, you may provide their location if it displays and refer
    requests for condition to the nursing unit.

   If the patient is not listed, they may have asked to be excluded
    from the directory, or they may not be a patient here. Tell the
    requestor, “I‟m sorry, I don‟t show them in our system.”

   When questions arise, assistance from a supervisor should be
    sought.
                              Created by CCTC
To assist a visitor go to “INFO” only
                        Created by CCTC
 BALL




Look up patient
        Created by CCTC
                      BALL, SEX: F




BALL, ABBIE
BALL, LUCILLE
BELL, DING
BELL, DONG
CHICK, HENRY
CHILDREN, KK
COLEMAN, MILK
COOL, DUKE




                If they display, you may provide their location
                                     Created by CCTC
Patient Label if available
or




                                                                                                                                                S
Print Patient Name
                               Request to be Excluded from the Patient Directory
Patient Account Number

      If I am a patient at this facility, I understand that the following information in the facility’s Patient Directory is available to any
      person who asks for me by name:
              (1) my name;
              (2) my location in the hospital or clinic location; and
              (3) a one word statement of my general medical condition (such as good, fair, serious, critical),
                  without any other specific medical information.
      I also understand that members of the clergy may receive this information, along with my religious affiliation, even if they do
      not ask for me by name.                                                                                                                   A
      PLEASE COMPLETE ONE OF THE FOLLOWING IF YOU WISH TO RESTRICT THE RELEASE OF
      INFORMATION ABOUT YOU FROM THE PATIENT DIRECTORY




                                                                                                                                                M
        [ ] I do not wish to be included in the Patient Directory. I understand that my exclusion from the Patient Directory
             will keep this facility from releasing my room number or clinic location to florists, friends, and family and from
             transferring phone calls to my room.
                                                                      OR
        [ ] I agree that my name can be listed in the Patient Directory, but I want to restrict the release of the following
             information from the Patient Directory: (check all that apply)
                    [ ] Do not provide my room number or clinic location
                    [ ] Do not provide a one word statement of condition (such as fair, serious, critical)
                    [ ] Do not provide my religious affiliation

      I understand that the above restrictions will apply only to this visit or admission, and that I must request restrictions again at
      future visits if I want any restrictions to be in effect.

      ___________________________               _______________________________                _________________________
                                                                                                                                                P
       Date of admission or clinic visit         Signature of patient or representative        Today’s date




                                                                                                                                                L
      [ ] Verbal request and the patient or representative was not available to fill out this form.


                                                           FOR STAFF USE ONLY

      [ ] If a request to exclude information from the Patient Directory is initiated by UAMS, instead of by the patient or a patient’s
      representative, check this box and sign/date below.

      _____________________________________                             _________________
      UAMS employee making the request                              Date



      [ ] Patient or UAMS request received and documented in HBO/OSCAR.
                                                                                                                                                E
      _______________________________                         _________________
      UAMS Signature                                          Date