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Arbour Hospital, a mental health clinic in Boston, MA, has settled a HIPAA Right of Action investigation with the HHS’ Office for Civil Rights (OCR) and has agreed to pay a $65,000 penalty.
OCR was informed about a potential violation of the HIPAA Right of Access on July 5, 2019. A patient of Arbour Hospital alleged he had requested a copy of his medical records from the hospital on May 7, 2019 but had not been provided with those records within two months.
When a healthcare provider receives a request from a patient who wishes to exercise their HIPAA Privacy Rule right to obtain a copy of their healthcare records, a copy of those records must be provided as soon as possible and no later than 30 days after the request is received. A 30-day extension is possible in cases where records are stored offsite or are otherwise not easily accessible. In such cases, the patient requesting the records must be informed about the extension in writing within 30 days and be provided with the reason for the delay.
OCR contacted Arbour Hospital and provided technical assistance on the HIPAA Right of Access on July 22, 2019 and the complaint was closed. The patient then submitted a second complaint to OCR on July 28, 2019 when his medical records had still not been provided. The records were eventually provided to the patient on November 1, 2019, almost 6 months after the written request was submitted and more than 3 months after OCR provided technical assistance on the HIPAA Right of Access.
OCR determined the failure to respond to a written, signed medical record request from a patient in a timely manner was in violation of the HIPAA Right of Access – 45 C.F.R. § 164.524(b). In addition to the financial penalty, Arbour Hospital is required to adopt a corrective action plan that involves implementing policies and procedures for patient record access and providing training to the workforce. Arbour Hospital will also be monitored by OCR for compliance for 1 year.
“Health care providers have a duty to provide their patients with timely access to their own health records, and OCR will hold providers accountable to this obligation so that patients can exercise their rights and get needed health information to be active participants in their health care,” said Acting OCR Director Robinsue Frohboese.
The HIPAA Right of Access enforcement initiative was launched in late 2019 to ensure patients are provided with timely access to their medical records at a reasonable cost. This is the 17th financial penalty to be paid to OCR to resolve HIPAA Right of Access violations under this enforcement initiative and the 4th HIPAA Right of Access settlement to be announced in 2021.