What are the most effective ways to help patients navigate medical records?
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Navigating medical records can be a daunting and confusing task for many patients, especially when they need to access them quickly, share them with different providers, or understand their implications for their health. As a patient advocate, you can help your clients overcome these challenges and empower them to manage their own health information. Here are some of the most effective ways to help patients navigate medical records.
Before you dive into the details of medical records, make sure your clients have a clear understanding of what they are, why they are important, and what rights they have regarding them. Explain that medical records are documents that contain information about their medical history, diagnoses, treatments, medications, allergies, test results, and more. They are essential for communicating with health care providers, coordinating care, making informed decisions, and tracking progress. Patients have the right to access, review, copy, and amend their own medical records, as well as to request a summary or an explanation of any part of them.
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Pamela D. Wilson
Marketing Leader | Digital Marketing| Operations | Strategy | Branding
In my experience as a care manager, most patients don't realize that they can access their medical records nor do they understand the importance of reviewing for accuracy, and using the information to ask additional questions. One of the first steps is to establish care with a primary care provider (PCP). Fragmented care through in store clinics or urgent care can make it difficult to establish a baseline of health and preventative care tasks. Once established with a PCP sign up for the online portal. Make sure all information is accurate or request changes. Use the information in the portal to learn about health diagnosis, medications, and track trends from bloodwork and other tests. Understanding this information supports self-advocacy.
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Brendon Scott
Experienced Emergency Response & Healthcare Project Consultant | Seeking to Lead Life-Saving Programs
Legalities. On our country ONLY the patient is entitled to there medical records. Other family members including those by marriage do not have permission to access patient records. This was brought into action due to Gender Based Violence (GBV), abuse of all kinds, etc. Records are trends showing the patients condition. It is also a tool in continuum of care. Patients advocacy is to inform, check understand to know in laymen terms that the patient understands and is informed. Members other than the patient will require, in writing, access to the records of a patient. This is usually when a patient is no longer able to make decisions or death.
Depending on the type and format of the medical records, the process of obtaining and reviewing them may vary. Help your clients identify the sources and custodians of their records, such as doctors, hospitals, labs, pharmacies, or health plans. Assist them in filling out the necessary forms, providing the required identification, and paying any fees. Explain the different options for receiving the records, such as paper, electronic, or online. If possible, accompany them to the location where they can access or pick up their records, or help them set up an account or a device to view them online.
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Brendon Scott
Experienced Emergency Response & Healthcare Project Consultant | Seeking to Lead Life-Saving Programs
Health information sharing is still not a working system. Different services have different legal vices to overcome. Advocates (lawyers) may have differing interpretation of laws and the laws not yet in place. AI Databases needs legal president and custodianship with ethics committee at each level of speciality. Where there is a data base then the client must ensure the protection of their records, understanding the risks of sharing days with non medical providers or lower qualified providers.
Once your clients have their records, help them review and organize them in a way that makes sense to them. Go over the records with them and point out the key information, such as diagnoses, medications, allergies, test results, and recommendations. Highlight any errors, discrepancies, or gaps in the records and advise them on how to correct or update them. Help them sort the records by date, provider, or condition and create a summary or a timeline of their health history. Suggest ways to store and protect the records, such as using a binder, a folder, a flash drive, or a cloud service.
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Brendon Scott
Experienced Emergency Response & Healthcare Project Consultant | Seeking to Lead Life-Saving Programs
The default system starts at onset of symptoms, first medical contact, and then following the continuum of care. Any gaps in records must be rectified and explained and recorded in writing. As per experience, hospitals will NOT supply information that is damming and will ghost the patient/family and play the legal game till family is out of funds. An external advocate specialising in these manners with proxy powers may be beneficial in these situations.
Another important aspect of navigating medical records is sharing and discussing them with the relevant health care providers and other parties. Help your clients decide who needs to see their records and why, such as for referrals, consultations, second opinions, or insurance claims. Explain how to share the records securely and efficiently, such as by mail, fax, email, or online portal. Prepare your clients for the conversations they will have with their providers and other parties based on their records. Help them formulate questions, concerns, or goals and advocate for their needs and preferences.
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Brendon Scott
Experienced Emergency Response & Healthcare Project Consultant | Seeking to Lead Life-Saving Programs
In my experience when you raise logical quotations such as patient charts which show trending information, that if there is an "issue" the hospital will slow walk the process. Where I am you have 6 months to sure the practitioner and 2 years to sure the hospital. And they will slow walk process without a specialist in these matters.
The ultimate goal of helping patients navigate medical records is to educate and empower them to take charge of their own health information and care. Provide your clients with reliable and relevant resources and tools that can help them understand their records better, such as websites, books, apps, or glossaries. Encourage your clients to keep track of their records and update them regularly, as well as to request new or additional records when needed. Remind your clients that they have the right and the responsibility to access, review, and use their records to improve their health and well-being.
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Brendon Scott
Experienced Emergency Response & Healthcare Project Consultant | Seeking to Lead Life-Saving Programs
Many places have a Patients Rights Charter that explains what is required from the Health Care Provider AND the patient. The patients are just as responsible for their care as the HCP. A easy to read booklet should be provided to patients in rural areas and electronic version for download etc in urban technology accessible patients.
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Alyssa Gessleman
PMP Certified Project Manager | RN Healthcare Background | Leveraging Data Analytics & Lean Six Sigma: Cross-Functional Leader
An effective and valuable addition often missed is embedding interactive educational content within electronic medical records. For instance, clickable icons or tooltips next to medical terminology can provide definitions or layer explanations. This interactive layer transforms passive record reading into an educational experience, empowering patients with not just data, but also the knowledge to understand their health narrative fully. This approach can turn the daunting task of navigating medical records into an opportunity for patients to become more informed and engaged in their care.
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Anoop Rajan, MHA,RN,NEA-BC
Director of Nursing @ AdventHealth | Leading Clinical Operations for Supreme Patient Experience | Cornell MHA
The more familiar patients are with the content in their medical records while being admitted in hospital or while visiting physician office will help them navigate those easily after the discharge. Healthcare professionals including doctors, nurses, therapists, nutritionists and any others interacting with patients should show them records or notes relating to their discipline while they visit patients. This can be done by having an iPad in their room or a computer where they can access the patient portal and get real time information on lab results,progress notes from doctors ,options to connect to the care team etc.This familiarity during the hospital stay will help them navigate the different types of medical notes once they go home.
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