Outgoing Records Request Procedure
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Create Records Request letter
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(BMPC Files > Administrative Assistant > Office Documents > Request Form)
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Create Fax Cover Sheet
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(BMPC Files > Administrative Assistant > Office Documents > Fax Cover Sheets)
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Fax the following documents to the appropriate office: Fax cover sheet, records request form, and a copy of patient's release of information
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Place paper clipped fax and transmission sheet (transmission sheet will print once fax is completed) in Outgoing Records Request Folder with Admin Note attached to the front
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Note any and all follow up on Admin Note
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Call to verify that fax was received (Document on Admin Note)
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Once verified, call weekly for status update (Document on Admin Note)
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Once records are received, document Admin Note that records were received, and scan paperwork into patient's electronic file into folder labeled “Records Requests.” If folder does not exist, create it.