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Authorization for Release of Medical Record Information

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Authorization for Release of Medical Record Information
(Not to Be Used for a Patient Access Request)

I hereby authorize Lee Health to release my protected health information including information from my medical record which may include HIV (AIDS) testing, sexually transmitted disease, mental health and/or substance abuse services. I further release Lee Health from all legal responsibility and/or liability that may arise from the release of such records as specified above and I hereby waive all rights I have to preserve such records confidentiality. You may fax to (239) 343-4189 (Release of Information) or hand deliver to a Lee Health facility.

Patient’s Legal Name: Date of Birth:

Telephone: Address: City: State: Zip:

The information is to be: ; Date:

The request is subject to the limitations as listed below and is for the purpose of:

(Date/Time):

Please furnish the following:

This authorization is for the listed date(s) of treatment:

From (Date): To (Date): Special Instructions:

I further agree to pay fees charged to provide the information requested. I understand that fees are within the fee allowed by Florida Law. The fees are waived only if the copies are forwarded directly to a physician office and/or health care provider.

I understand that this authorization is voluntary and that I may refuse to sign it. Lee Health will not condition treatment, payment, enrollment in a health plan, or eligibility for benefits on the individual providing authorization of the requested use as stated above. This authorization may be revoked except to the extent that action(s) have been taken as outlined by this authorization. The revocation must be in writing to the Lee Health Privacy Officer by mail to Privacy Officer P.O. Box 2218, Fort Myers, FL 33902 or e-mail at PrivacyOfficer@LeeHealth.Org. I understand that I have the right to inspect or copy the protected health information to be used or disclosed pursuant to this authorization. Information used/disclosed pursuant to this authorization may be subject to re-disclosure by the recipient and no longer protected by Federal Privacy Rules.

Patient Signature:

Date/Time:

If the legal representative, sign below and state relationship and authority to do so and attach a copy of the document of authority.

Legal Representative:

Authority:

Custodial Parent/Guardian:

Date/Time:

This authorization is in effect until or for 1 year from the date signed.

Consent to Minors

Minors are permitted to consent to medical care and treatment in the following situations. Thus, the parents are not entitled to the minor’s information without written consent of the minor, a valid subpoena or court order.

1. A minor who is, or has been, married.

2. An unwed pregnant minor consenting to the performance of medical or surgical care or services relating to her pregnancy.

3. An unwed minor mother consenting to the medical or surgical care or services of her child.

4. A minor seeking voluntary substance abuse impairment services.

5. A minor consenting to the examination and treatment of a sexually transmitted disease.

6. A minor receiving contraceptive information or services.

7. A minor with a court order removing the disability of nonage.

8. Unless a parent objects in writing, any minor who has reached the age of 17 years may give consent to the donation, without compensation therefore, of his blood and to the penetration of tissue which is necessary to accomplish such donation.

Electronic Record Delivery Request

Complete this form, along with a HIPAA Authorization, to receive your medical records as electronic PDF files rather than printed copies.

Requester Name

Street Address

Email Address for Record Delivery

Medical Records Requested

Patient Name

Date of Birth:

Date of Service

From To

Please provide me with the medical records described above through the CIOX Health eDelivery online service.

I understand and agree that:

• I must provide a valid email address, either of my own or that of my designated recipient.

• My records will be provided as Adobe PDF files on CIOX Health’s eDelivery website.

• I will receive an email from CIOXHealth.com containing instructions for accessing my records.

• There may be a fee for collecting my records. If so, an invoice will be included with the records.

• If I request that my medical records be sent to an unsecured e-mail address rather than through the CIOX Health eDelivery online service, I am accepting the risk of using unsecured e-mail. A non-exclusive list of risks associated with using unsecured e-mail for delivery of medical records is listed below.

Signature:

Date/Time:

Risks of Using Unsecured E-Mail for Medical Records Delivery

Email is inherently unsecure unless it is fully encrypted requiring the use of strong authentication and password protection. Most email does not meet those standards. As a result, when we send your medical records by unsecured e-mail, the information that is sent is not encrypted. This means a third party may be able to access the information and read it since it is transmitted over the Internet. In addition, once the email is received by you, someone may be able to access your email account and read it. Below are some, but not all, of the many risks of using email to communicate sensitive medical information:

• Email can be forwarded, printed, and stored in numerous paper and electronic forms and be received by many intended and unintended recipients without your knowledge or agreement.

• Emails may be sent to the wrong address by any sender or receiver.

• Email is easier to forge than handwritten or signed papers.

• Copies of email may exist even after the sender or the receiver has deleted his or her copy.

• Email service providers have a right to archive and inspect emails sent through their systems.

• Email can be intercepted, altered, forwarded, or used without detection or authorization.

• Email can spread computer viruses.

• Email delivery is not guaranteed.

• Email can be used for Phishing. Phishing is a technique of obtaining sensitive personal information from individuals by pretending to be a trusted sender.

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What this authorization is and when it applies

The Authorization for Release of Medical Record Information is a signed directive that permits a covered entity or provider to disclose specified health information to an identified recipient. It identifies the patient, the records or categories of records to be released, the purpose, any expiration date or event, and the parties authorized to receive the information. Under HIPAA, a valid authorization must be specific, include required core elements, and be voluntary; many payers and providers use this form to comply with privacy rules when sharing protected health information.

Why a clear, compliant release matters

A complete authorization protects patient privacy, documents consent, and reduces processing delays by giving providers explicit permission to share protected health information for treatment, billing, legal, or personal purposes.

Why a clear, compliant release matters

Who typically completes and receives this authorization

Typical users include patients, authorized representatives, clinical staff, and administrative personnel who manage records requests.

  • Patients or their legally authorized representatives requesting records for personal use, second opinions, or care coordination.
  • Health care providers or release-of-information teams processing requests for continuity of care or billing purposes.
  • Third-party recipients such as attorneys, insurers, employers, or family members designated by the patient to receive records.

Knowing the typical roles helps ensure the right signature authority and authentication method are used before release.

Who signs and when

Patient / Representative

The patient signs when they have capacity; a court-appointed guardian or agent with a durable power of attorney for health may sign when authorized. The signer must be identified and their relationship or authority documented to avoid improper disclosure.

Provider / Custodian

The provider or medical records custodian acknowledges receipt and processes the request. Their staff should verify identity, record the authorization in the chart, and apply any provider-specific verification steps before release.

Step-by-step: filling and submitting the authorization

Follow these steps to complete the form so it is accepted and processed without delay.

  • 01
    Gather ID: Collect patient government ID for verification.
  • 02
    Complete fields: Enter identification, recipient, records, purpose, and expiration.
  • 03
    Sign and date: Patient or authorized signer must sign and date in MM/DD/YYYY.
  • 04
    Submit to custodian: Send to medical records office via provider’s preferred method.

Typical processing flow for a records release

Records release follows a standard sequence from request to delivery; providers may add verification steps.

  • Request received: Provider logs request and confirms form completeness.
  • Identity verified: Staff checks ID and signer authority.
  • Record retrieval: Matching records are located and reviewed for restrictions.
  • Release delivered: Records sent to the authorized recipient with audit log.

Configuring an electronic release workflow

Key configuration choices determine authentication strength and delivery method for e-submissions.

Field Configuration
Signer authentication Email link, SMS code, or ID verification
Signature method Typed, drawn, or PKI-based digital signature
Delivery channel Secure email, portal upload, or encrypted file transfer
Audit logging Capture IP, timestamp, and actions for compliance

Technical considerations for digital completion and submission

Ensure the chosen platform supports required security, authentication, and record retention controls before collecting electronic signatures.

  • Security: TLS and AES-256 encryption
  • Authentication: Multi-factor options supported
  • Export formats: PDF and PDF/A outputs

Common preparation errors to avoid

  • Leaving recipient details incomplete, which can cause rejection or delay while staff request clarification.
  • Omitting an expiration date or writing an unclear event, resulting in inconsistent acceptance across custodians.
  • Using imprecise record descriptions such as 'all records' without date ranges, which increases risk of over-disclosure.
  • Failing to document signer authority for guardians or agents, causing administrative holds or denial of the request.

Legal and compliance risks of incorrect or improper releases

HIPAA violation: Civil penalties and corrective action
Unauthorized disclosure: Patient privacy breach risk
Criminal liability: Willful misuse may trigger prosecution
Civil claims: Wrongful disclosure can produce lawsuits
Delay in care: Incomplete forms slow treatment or claims
Denial of request: Provider may reject noncompliant authorizations

Timelines and typical processing expectations

Processing times vary by provider type and state law; plan for verification and retrieval steps before expecting delivery.

Routine requests:

Most providers deliver within 7–30 business days depending on volume.

Urgent requests:

Expedited disclosures for treatment may be processed in 24–72 hours.

RON sessions:

Remote notarization availability affects scheduling; sessions often incur separate fees.

Record copying:

Large imaging or records sets may extend retrieval by additional days.

Regulatory holds:

Legal or research holds can prevent release until lifted.

Key processing milestones from request to delivery

A sequential view of the main stages helps track progress and set expectations for requesters and staff.

01

Request intake

Form received and logged by records office.

02

Identity verification

Staff verify signer ID and authority.

03

Record assembly

Matching and review for redactions or restrictions.

04

Release and audit

Records delivered and audit trail preserved.

Essential elements every professional authorization should include

A compliant authorization contains standardized elements to clearly define who may disclose what information, to whom, and for what purpose.

Patient identification

Full legal name, date of birth, and other identifiers such as medical record number or address to ensure correct record matching and avoid disclosure errors.

Recipient identification

Clear designation of the person or organization authorized to receive records, including contact details, to prevent ambiguous or unauthorized disclosures.

Scope of information

Specific categories or date ranges for the records being released (e.g., labs, imaging, mental health notes) so disclosures remain appropriately limited.

Purpose statement

A concise reason for the release (treatment, legal, insurance) to document why the disclosure is necessary and to satisfy provider policies.

Expiration

A clear expiration date or event after which the authorization is no longer valid; this limits ongoing access and supports privacy controls.

Signature and authority

Signature of the patient or authorized representative with date, and a statement of the signer’s authority when not the patient, to meet legal consent requirements.

Real-world examples of how authorizations are used

Two representative cases illustrate typical uses and the benefits of a complete authorization.

Fertility Centers of Illinois

A clinic needed remote patient consent for records transfer

  • Provider used an electronic authorization to collect signatures securely
  • John Butler noted that the platform and API integration helped maintain compliance while speeding transfers for patient care and referrals.

Tech Data records transfer

A corporate claimant required medical records for an occupational health review

  • The records office processed an authorization and sent encrypted copies to the designated physician
  • Bob Dutkowsky described faster internal processing and improved customer service after standardizing the release workflow.

How this authorization differs from related HIPAA and consent documents

Compare the release with similar documents to choose the right form and avoid over- or under-inclusion of information.

Criteria Authorization Medical Power of Attorney
Purpose share phi make health decisions
Scope specific records broad care decisions
Duration limited/dated often durable
Revocation yes, permitted yes, permitted

Pricing snapshot for common eSignature platforms used with medical releases

Use this vendor-level pricing snapshot to compare entry-level costs and compliance features relevant to handling protected health information.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies by plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Frequently asked questions about medical record authorizations

Answers to common questions about validity, revocation, identity verification, and electronic submission of release forms.


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