Case $2\mathrm{.}9$ Release of Information Error $($Foley$,2020)$

Martha, a new release of information clerk is being trained. She has been given a copy of the release of

information $($ROI$)$ procedure to follow, which is $($in part$)$ as follows:

Walk$-$in requests

Validate authorization

Process the request

Enter the request in the ROI database

On Friday morning, at the end of Martha's first week, a woman stating she was Mrs$.$ Turner walked in requesting

her records. Joyce. Martha's trainer, had been called to the HIM director's office, so Martha was on her own. She

presented Mrs$.$ Tumer with an authorization form, and once it was completed, she printed the records requested.

These were lab tests, which included pregnancy results. Martha presented the records to Mrs$.$ Turner, and then

proceeded to enter the information into the ROI database as per protocol. When Joyce returned to the office.

she reviewed Martha's handling of the request. Joyce became concerned about the request because Mrs$.$ Turner

was well known to her and her review of the authorization identified a concern with the signature. When she

asked Martha for a description of the woman. her fears were confirmed that it was not Mrs$.$ Turner who had

requested the records.

What changes could be recommended to the ROI procedure to ensure that this type of release error would

be less likely to happen in the future?

Develop a policy to minimize the risk of releasing information to the wrong person.