Sending Medical Records

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Procedure

Sending Records

PIC’s standard practice for sending records to any outside agency entails including the signed ROI in the record set sent. This ensures that no records are released without a signed ROI. PIC does not accept verbal consent for releasing records.

Revocation

If the family wishes to revoke the ROI have the family sign the reverse or second page of a hard copy—there is not an e-revocation.

Admin will add an end date to the e-ROI in RT.

FOR OCS, when there is a change of placement: Notify Admin who will end the current ROI. Contact OCS for a new ROI with the new family. Contact Referral if you run into barriers with OCS. (source Authorization for ROI Purpose and Practice.pdf).

End Dates

When a child is exited from PIC services, the end dates for the ROIs on file are automatically updated to be 90 days from the date of exit status. Admin can manually update these from either a) a change in placement from OCS updated ROI or b) family signed revocation (hard copy) by right clicking on the specific ROI in the Admin tab of the child’s chart and choosing “Correct End Date” (shown below)

Process 

Initiating an ROI in RainTree in the Admin Tab:

  1. Check the appropriate boxes indicating if information is to be release to or obtained from the stated individual.
  2. Have the parent authorize. RainTree will date for the signature
  3. Note: Providence and ANMC require a “wet” signature”; for families who cannot complete electronic forms, providers can obtain hard copies and have them scanned into RainTree.

Revocation of ROI (in hardcopy only, not available in RainTree):

  1. If the family wishes to revoke the ROI have the family sign the reverse of a hard copy—there is not an e-revocation.
  2. Admin will add an end date to the e-ROI in RainTree.

  3. FOR OCS, when there is a change of placement: Notify Admin who will end the current ROI. Contact OCS for a new ROI with the new family. Providers may contact Referral if there are barriers contacting with OCS, or contact:

    OCS Placement Search and Support Unit
    1-855-603-8637
    Press option 2
    fcs.ocs.pssu@alaska.gov
 
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