6/15/22 Team Meeting

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Please watch this video on MCO’s Release of Records Policy

Release of Records Overview

What is a Release of Records?

A Release of Records is anytime MCO is asked to provide treatment related information to a client or third party.

What are the basic parts of all types of Release of Records?

  1. Request is made
  2. Therapist reviews request with client
  3. Invoice Sent & Paid
  4. Therapist/Clinical Services prepare records
  5. Records Released

What therapists need to know:

Therapists only need to do two basic tasks for any type of release.
Task #1: Therapists should discuss the release with the client. Don’t overcomplicate this, instead we are just asking a few basic questions. What does the client need, why do they need it, and when do they need it? Based on this information, therapists can ask additional questions about any concerns they might have.
Task #2: Talk with your supervisor and prepare/complete any materials. Your supervisor will help you in determining if records will be provided and prepare any materials.

What supervisors need to know:

The logistics and billing of the Release of Records are being handled by the MCO Support Team. The team will create an email thread specific to each time records are requested with instructions included. Supervisors only have two tasks.
Task #1: Discuss the request with your supervisee and identify any red flags/concerns. Take time to discuss if there are any negative consequences for the client or the therapeutic relationship if the request is honored. If you are not sure, reach out to your supervisor.
Task #2: Help the therapist prepare the documents (review their prepared letters/reports) or to get ready for discussing client care with a third party verbally. Then keep any eye on the email thread to ensure your supervisee is timely in completing their responsibilities.

What everyone involved needs to know:

Our Release of Records procedure is designed to operate best if we each take ownership of our parts. Taking ownership means making sure any client facing interactions are a great experience for people and promptly completing your tasks with excellence.

Important Notices

The following are important notices in regards to the Release of Records Process at MCO.
  • No copies of records can be provided in any circumstance without clients completing the Authorization to Use & Release Personal Health Information (PHI) Form.
  • No individuals, other than the MCO Business Office, with permission from a member of the MCO Leadership Team, may release records of any kind.
  • MCO does not release any documents which did not originate with MCO. Clients may provide MCO with copies of outside psychological reports, letters, previous medical documents, etc. Any document not created by and originating from MCO, such as but not limited to the documents just listed, will not be released as part of the client’s file.
  • MCO does not release internal documents regarding the client, such as BOX comments/tags and the FCR2 form, or any payment information.
  • Commonly released parts of client files include:
    • Signed Informed Consent Document
    • Signed ATD form
    • Intake
    • Routine Progress Notes
    • Client Generated Materials
    • Reports & Letters produced by MCO on behalf of the client
  • MCO does not provide copies of letters or reports for clients to review prior to releasing them to the designated party. This creates an opportunity for the client to use the documents without the therapist’s direction and consent. The therapist can verbally review the document in session with the client, ensuring the therapist maintains control of the document.
  • MCO sends the requested materials directly to the person or entity requested. Clients may not be given the responsibility to transmit documents and information on behalf of MCO or MCO staff.
  • MCO does not provide open-ended letters or reports (ie: To Whom It May Concern). At times clients may request a letter they can use at their discretion to address an issue, something they can present to various parties, such as employers, landlords, etc. MCO is not able to provide such letters as the therapist does not maintain control of the letter and how it will be used.

 

 

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