How do I request medical records for a CARTI patient?
Our medical records department (Health Information Management) will be happy to assist you in obtaining medical records for a CARTI patient upon receipt of your request that includes a valid authorization. You can fax, mail, email or provide your authorization to release health information in person to your CARTI care team.
- Phone: 501.296.3284 or 501.906.3000
- Fax: 501.219.8333
- Email: HIM@CARTI.com
- Address: 8901 CARTI Way, Little Rock, AR 72205
- Website: CARTI.com
How long will it take to receive the medical records I request?
Our goal is to complete requests for records within 7 to 15 days after receiving the request. If you have an emergency request, we will try our best to accommodate you.
What is a valid HIPAA compliant authorization?
We are legally required to comply with the guidelines issued by HIPAA. The HIPAA law sets the standard for a valid authorization to release information. Valid authorizations are located on the CARTI HIPAA site.
The following elements must be included in order for the authorization request to be HIPAA compliant:
- Patient name and date of birth or Social Security number must be provided;
- Who is authorized to release the records;
- Who is authorized to receive the records;
- A description of each purpose of the disclosure;
- Information to be released must be the minimum necessary to conduct business;
- Statement acknowledging the patient’s right to revoke or cancel the authorization in writing, the process for revoking the authorization, and a statement that the person cannot revoke authorization for records already released in reliance upon the authorization; and
- Statement of the patient’s right to refuse the release of the information.
- Clearly marked statement that says this authorization may or may not include psychiatric or mental health records, or communicable disease records.
- Re-disclosure statement to include that if the information is re-disclosed it is no longer protected under HIPAA.
- Statement that CARTI will not condition treatment or payment on whether or not the individual signs the authorization (we will not refuse to treat you if you do not sign the release). If the authorization is for research purposes, CARTI may condition research-related treatment upon the signing of the authorization.
- Expiration date or event.
- Signature of the patient or their legal representative.
What is a legal or personal representative?
The person authorized by law to act on behalf of the patient, such as the parent of a minor, a court-appointed guardian or a person appointed by the patient in a power of attorney document that is applicable to health care.
What does “minimum necessary to conduct business” mean?
If a patient is incapacitated and there is no health care proxy or other authority, the following individuals may act as Personal Representative for HIPAA purposes (see Ark. Code Ann. 20-17-214):
- A legal guardian of the patient, if one has been appointed.
- In the case of an unmarried patient under the age of 18, the parents of the patient.
- The patient’s spouse.
- The patient’s adult child. If there is more than one adult child, then a majority of the patient’s adult children who are participating in the decision.
- The parents of a patient over the age of 18.
- The patient’s adult sibling. If there is more than one adult sibling, then a majority of the patient’s adult siblings who are participating in the decision.
- Persons standing in loco parentis (in the place of a parent) to the patient.
- A majority of the patient’s adult heirs at law who participate in the decision.
What if a patient is terminally ill or permanently unconscious?
If a patient is terminally ill or permanently unconscious and there is no healthcare proxy appointed, the following individuals may act as Personal Representative for HIPAA purposes (see Ark. Code Ann. 20-17-202):
- Legal guardian of the patient.
- In the case of an unmarried patient under the age of 18, the parents of the patient.
- The patient’s spouse.
- The patient’s adult child. If there is more than one adult child, then a majority of the patient’s adult children who are participating in the decision.
- Parents of a patient over the age of 18.
- The patient’s adult sibling. If there is more than one adult sibling, then a majority of the patient’s adult siblings who are participating in the decision.
- Persons standing in loco parentis (in the place of a parent) to the patient.
- A majority of the patient’s adult heirs at law who participate in the decision.
How can I obtain records for a patient that is deceased?
Deceased patient records must typically be treated with the same protections as those for living patients. Therefore, the health information of a deceased patient may only be released under the following circumstances:
- With a valid, current (non-expired) authorization signed by the patient prior to death.
- If the person requesting the release is the person appointed by a court to act as the personal representative of the estate. Under Arkansas law, this would be an executor or administrator of the estate. There must be a court document, and a will is not effective until it has been probated in court.
- If the person requesting the release is the person with authority under Arkansas law to act on behalf of a decedent’s estate. This would include presenting an Affidavit for Collection of Small Estate that is marked as filed with the county clerk.
- If the information is needed for the treatment of a surviving relative, we can send the records directly to that relative’s doctor.
Is there a fee for the records?
Arkansas Code Annotated §16-46-106 sets the rates for these charges. The charge is .50 cents per page for the first 25 pages and .25 cents for each additional page. The actual cost of any required postage may also be charged. There is no charge for obtaining copies of a patient’s medical records if the records are sent to a doctor’s office, clinic, or hospital.