Reason |
Description |
Authorization Sensitive Information Partial Records |
Only DOS without sensitive information will be sent at this time. |
Deceased Patient |
Since patient has died, an executor authorization is needed. |
Invalid Subpoena |
Satisfactory assurances under HIPAA not provided. |
Need More Information to Identify Patient |
Cannot identify patient from the information provided. More detail required. |
No Dates of Treatment as Requested |
Request Letter did not specify dates of service. |
Notice of Delay: Incomplete Chart |
All requested records are not yet available. |
Notice of Delay: Temporarily Unable to Locate Records |
Records cannot be found, but the Fulfiller will continue to search. |
Out-Patient Lab Results Only |
No inpatient records available. |
Out-of-State Subpoena |
You cannot comply with the request because out-of-state subpoenas have no legal force. The requester must obtain a subpoena from your state / jurisdiction. |
Patient Electronic Delivery Access Code |
If the patient wants to receive an electronic copy of the medical records, you may need to provide them with an access code. You can send them this code through the Correspondence function. |
Patient Not Found |
Patient cannot be located. Different from the Need More Information reason described above, since Patient Not Found means that you have enough details but cannot find a match. |
Poor Image Quality |
The captured records are of such low quality as to be unreadable by the requester. |
Records Purged |
Records were removed by the facility. |
Request Expiration Date Needed |
Request Letter must provide an expiration date. |
Requested documents are not permitted to be released per facility policy |
Information requested is not allowed to be released per the hospital policy. |
Signature Discrepancy |
Signature on the authorization does not match signature on the consent forms. |
Other |
You must edit the Request Refusal Letter if you select Other. |