Santa Clara Medical Clinic

Dear [redacted] In response to the complaint submitted August 12, 2015 to the RevDex.com, ID [redacted] , the administrative staff at Santa Clara Medical Clinic (SCMC) has conducted an internal audit to determine the timeline and subsequent events leading up to the patient's complaint... against the clinic. According to supportive documentation contained within the patient's chart as well as historical records kept by SCMC's Medical Record Department, the findings are as follows; 1. Patient submitted completed Authorization to Release Medical Records for transfer of care October 9, 2013. Records were released and mailed to the requested recipient October 25, 2013. 2. November 20, 2013: Date of patient's last office visit at SCMC. 3. Patient submitted completed Authorization to Release Medical Records for transfer of care February 19, 2015. Records were released and mailed to requested recipient February 25, 2015. 4. Call to confirm receipt of records placed to clinic August 20, 2015. Confirmed patient has established care with new medical provider, however that clinic was unable to confirm nor deny receipt of previous records. 5. Received Authorization for Release of Medical Records July 2, 2015 to alternative healthcare clinic. Records were sent and receipt of records was confirmed by our clinic on 8/20/15. At that time, we were Informed that the patient did not meet criteria to be scheduled for appointment at their clinic. 5. Two separate Authorization to Release Medical Records forms received July 3, 2015. Upon review by Medical Records Department, releases were determined not to be HIPAA compliant and incomplete and/or incorrect (i.e. missing date, treatment dates limited to future dates). 7. Letter sent to patient including reasons why submitted releases were not able to be accepted as well as new pre­ populated forms to be completed for the patient's convenience. Patient also notified of SCMC's policy to release records one time free of charge as a courtesy. It was suggested the patient request a copy to keep for her own personal records in order to avoid a charge for future requests. 8. Patient submitted completed Authorization to Release Medical Records for transfer of care July 14, 2015 Records were copied July 16, 2015 and left for the patient to pick up per her request Due to the information outlined above, we believe that the complaint made against SCMC is without merit. While we deeply regret that the patient felt any inconvenience or distress surrounding the situation, we take pride in our ability to comply with patient requests in accordance with federal, state and our own clinic guidelines. Our internal audit found supportive documentation showing our staff was well within the 30 day time frame to release records under OAR 847- 012-0000 and went above and beyond to comply with the multiple requests for records submitted by the patient since 2013. ***SUPPORTING DOCUMENTS REDACTED BY BBB***

Dear [redacted] In response to the complaint submitted August 12, 2015 to the Revdex.com, ID [redacted], the administrative staff at Santa Clara Medical Clinic (SCMC) has conducted an internal audit to determine the timeline and subsequent events leading up to the patient's complaint...

against the clinic. According to supportive documentation contained within the patient's chart as well as historical records kept by SCMC's Medical Record Department, the findings are as follows; 1. Patient submitted completed Authorization to Release Medical Records for transfer of care October 9, 2013. Records were released and mailed to the requested recipient October 25, 2013. 2. November 20, 2013: Date of patient's last office visit at SCMC. 3. Patient submitted completed Authorization to Release Medical Records for transfer of care February 19, 2015. Records were released and mailed to requested recipient February 25, 2015. 4. Call to confirm receipt of records placed to clinic August 20, 2015. Confirmed patient has established care with new medical provider, however that clinic was unable to confirm nor deny receipt of previous records. 5. Received Authorization for Release of Medical Records July 2, 2015 to alternative healthcare clinic. Records were sent and receipt of records was confirmed by our clinic on 8/20/15. At that time, we were Informed that the patient did not meet criteria to be scheduled for appointment at their clinic. 5. Two separate Authorization to Release Medical Records forms received July 3, 2015. Upon review by Medical Records Department, releases were determined not to be HIPAA compliant and incomplete and/or incorrect (i.e. missing date, treatment dates limited to future dates). 7. Letter sent to patient including reasons why submitted releases were not able to be accepted as well as new pre­ populated forms to be completed for the patient's convenience. Patient also notified of SCMC's policy to release records one time free of charge as a courtesy. It was suggested the patient request a copy to keep for her own personal records in order to avoid a charge for future requests. 8. Patient submitted completed Authorization to Release Medical Records for transfer of care July 14, 2015 Records were copied July 16, 2015 and left for the patient to pick up per her request Due to the information outlined above, we believe that the complaint made against SCMC is without merit. While we deeply regret that the patient felt any inconvenience or distress surrounding the situation, we take pride in our ability to comply with patient requests in accordance with federal, state and our own clinic guidelines. Our internal audit found supportive documentation showing our staff was well within the 30 day time frame to release records under OAR 847- 012-0000 and went above and beyond to comply with the multiple requests for records submitted by the patient since 2013.
[redacted]SUPPORTING DOCUMENTS REDACTED BY Revdex.com[redacted]