This workflow bridges the gap left by our EMR. Many patients start as minors with a parent or guardian managing their portal account. Once they turn 18, we must obtain their consent to share information with any adult, including parents. To ensure HIPAA compliance and support informed decision-making, this process is designed for newly adult patients.

• Review patient chart to determine whether parent or PT has active portal account.
  • If the parent is active and not the patient, revoke portal access immediately.
• Call number on file to inform them of the reason for the needed change (Script below)
• Let them know their current portal access has been removed until/unless we receive permission for them to have access.
• Inform the parent we need a unique email address for the non-minor patient, and a new contact phone number to place as primary.
• If the patient grants access for the parent, they can still get reminders for appointments via email, and have a patient representative portal account.
• Once the patient has their new portal active, we need to send them the questionnaire
  (TF) – Permission to Share 18 Portal so we can clearly document what they choose as far as access for a parent or other trusted adult.

Additional Steps to take in Charm

1. Revoke Current Portal Account
2. Remove parent’s cell phone from demographics (be sure we still have it recorded under caregiver or emergency contact)
3. Remove parent’s email from demographics (be sure we still have it recorded under caregiver or emergency contact)
4. Add QuickNotes
5. Add appropriate alert

Script

After your child reaches the age of majority at 18, the privacy of their personal health information is protected under the Health Insurance Portability and Accountability Act, known as HIPAA.

Health care providers are not legally permitted to disclose a patient’s medical record or even discuss their health status or treatment recommendations with anyone—even the parent of a young adult who is still on their parent’s health insurance plan.

To grant their parents (or another trusted adult) access to their records and permission to speak with their health care providers, your adult child must sign a HIPAA medical information release form and name the individuals to whom they grant access.