Title : Patient Right to Request an Amendment Page 3 of 6 Number : RENOWN . CCD . 740 Effective : 8 / 16 / 2017
c . The Provider shall inform HIM , in writing , whether they agree or disagree with the Request .
d . Renown ’ s Compliance and Privacy Officer or his / her designee may be consulted for direction or clarification following a review of the relevant record and Designated Record Set .
4 . Acceptance of the Amendment
a . If Renown accepts the amendment this organization will make the appropriate amendment to the PHI or record that is the subject of the request for amendment by identifying the records in the Designated Record Set that are affected by the amendment and appending or otherwise providing a link to the location of the amendment .
b . The amendment to the PHI may be in the form of an addendum , which would be placed in the record , or an actual change to the documentation in the record . The addendum should be completed by the individual making the original entry and should be located in the same proximity as the original entry . The addendum should be clear , concise , and reflect the problem with the original record entry . Electronic record systems should appropriately document the reason for the Amendment , the party that has created the Amendment and index the information so that it can be readily accessed by authorized users .
c . For correction of a paper record entry ( which is to be utilized only in clear circumstances as opposed to amendments which are favored ), a single line should be drawn through the incorrect information , corrected entry documented , dated , and initialed by the individual making the correction . Amendments and corrections for electronic records should be accompanied either the previous version , on-screen strikethroughs or links that are easy to associate with the amended or corrected data . Additional protections include by audit log entries that document the changes ( prior to and after the correction ) and the ability to see data or document versions ( prior to and after the correction versions ) after the correction ( s ) has been made .
d . HIM will timely inform the individual in writing that the amendment has been accepted .
e . Based on the individual ’ s request , HIM will notify the relevant persons with which the Amendment needs to be shared .
f . HIM will make reasonable efforts to inform and provide the Amendment within a reasonable time to ( a ) persons identified by the individual as having received PHI about the individual and requiring the amendment ; and ( b ) persons , including Business Associates of the organization , that the organization knows have the PHI that is the subject of the amendment and that may have relied , or