2005-030 - Laserfiche WebLink

Home Browse Search

Request Made by Public Official. If a public official requests access to PHI, and if the request is for one of the purposes set forth above in " Mandatory Disclosures of PHI " or "Permissive Disclosures of PHI" the following steps should be followed to verify the official' s identity and authority) . • If the request is made in person, request presentation of an agency identification badge , other official credentials . or other proof of government status . Make a copy of the identification provided and file it with the individual' s designated record set . • If the request is in writing, verify that the request is on the appropriate government letterhead . If the request is by a person purporting to act on behalf of a public official , request a written statement on appropriate government letterhead that the person is acting under the government' s authority or other evidence or documentation of agency, such as a contract for services , memorandum of understanding, or purchase order, that establishes that the person is acting on behalf of the public official . • Request a written statement of the legal authority under which the information is requested , or, if a written statement would be impracticable, an oral statement of such legal authority. If the individual' s request is made pursuant to legal process , warrant, subpoena, order, or other legal process issued by a grand jury or a judicial or administrative tribunal , contact the Office of the County Attorney. Obtain approval for the disclosure from the Privacy Official . • Disclosures must be documented in accordance with the procedure for " Documentation Requirements . " 9. • Complying With the " Minimum-Necessary " Standard Procedures for Disclosures of PHI • The standards for disclosures will be in accordance with policies on use of disclosure as referenced in Indian River County HIPAA Privacy Disclosure Policy and Procedures . • The amount of information requested will be the minimum amount to initiate the function . • For all other requests for disclosures of PHI, contact the Privacy Official, who will ensure that the amount of information disclosed is the minimum necessary to accomplish the purpose of the disclosure . Procedures for Requests of PHI • Recurring requests such as benefit enrollment/changes , audits , claim resolutions , obtaining identification cards , benefit eligibility and response to legal requests will follow as : Telephone Requests — Steps to Follow • Determine if Requestor is "known . " • If unknown, tell Requestor to send written request on letterhead . 24