Question

In a release of information unit, the performance standard for response to routine requests is within four days of receipt. Consider the unit’s release of information processing productivity data for one month, below. Was the standard met? Explain. Show your calculation to support your answer.

Total routine requests received in month: 300
Requests responded to within 5 days: 150
Requests responded to within 4 days: 150

Answer 1

Release of information (ROI) in healthcare is critical to the quality of the continuity of care provided to the patient. It also plays an important role in billing, reporting, research, and other functions. Many laws and regulations govern how, when, what, and to whom protected health information (PHI) is released.

There is mainly 3 steps in the response to a request

• Tracking and monitoring the request from receipt through final disposition
• Processing the request in terms of priority as well as efficiency
• Completion of the request.

So in

Monitoring Receipt of the Request

Organizations can monitor the receipt of a request for information to determine if staff performed at a minimum the following actions:

• Recorded the date and time the request was received
• Identified the date and time the requested information was needed
• Identified to whom the information was to be sent
• Confirmed that the request included a valid authorization

Tracking the Request

Many types of logs may be used to record and monitor request activity, from simple binders to specialized software. Release of information software is designed to facilitate tracking requests through their lifecycle. The software can aid management in monitoring staff performance, turnaround times by type of request, and other measures.

Completing the Request

The final aspect of the quality control process is evaluating the completion of the request. Critical questions include:

• If the content of the request does not meet the organization’s required elements, was the request returned to the requestor with an explanation of the additional information required?
• If the content of the request meets the requirements, was the request processed in accordance with the organization’s policies and procedures?
• Was the information directed only to the individual or entity designated in the authorization for release of the information?
• Was the information released recorded for internal auditing and record?
• If a patient picked up the information in person, was there a process in place to verify that person’s identity?
• Was the information delivered to the designated entity in accordance with the organization’s policies and procedures?

At this point, the request is complete.

So in the unit, standard for response to request should be with in 4 days,

So when looking to the 1 month record of the unit, the standard response is done only for half of the request. For other half , it done only after the standard practice,. So the efficiency is not met to the standard.