We are looking into assisted living, respite care, and a change of medicare plans. Those assisting us, including a "geriatric certified care manager," an insurance services representative, and the senior living facility, are all requesting/requiring access to my parents' medical records. Is this a problem? It makes us nervous but we need to move forward with the process.
They (or you acting as POA) have a right to limit what parts of the medical records you/they want to share under HIPPA law. The senior housing source has the right as well as a need to review your parents’ medical records but ONLY AFTER a HIPPA consent is signed and approved by your parents & given to them. You can limit the release to ADL assessments only, medications only, etc. If there is private info you or they don’t want to share, your parents or their rep can cite on the HIPPA release only what they want to be shared.
Say for instance they need a first floor unit but none are available. The geriatric case manager should have in the medical record an assessment by the PCP or documentation about the ability to walk and bend, etc. This will help the GCM to be on the be lookout for an elevator building (just an example) & having it in writing will assist the GCM even more to get you that first floor unit (if this is wanted-just a hypothetical example).
I’d review the HIPPA law for more detail. Senior housing can request financials but not the person’s entire medical life story. In my opinion they don’t need all that.
If you wouldn't at this stage give these people access to your own confidential information - were you the candidate for services, that is - then don't give them your parents'.
The facility, the respite care providers may need access when it comes to assessment for admission. If so far they're just on the shortlist, forget it.
The insurance rep... I'd say no. You provide information. Your policy is sold to you based on that information. If you have given incomplete or inaccurate information it may invalidate your insurance and leave you right up a gum tree should you ever need to claim, so for heaven's sake be complete and accurate; but I'm not aware of any insurance provider's right to see your confidential medical records.
Why have you put geriatric certified care manager in inverted commas? Certified by whom? - you need to be confident that any such certification is worth the paper it's written on.
Narrow your short list ranked by number. First provide your first choice the detailed records requested at the assessment that will take place prior to them being accepted.
My mom also had a geriatric care manager, certified, to help with choosing an appropriate facility. Make sure you GCM is certified by checking
https://www.aginglifecare.org
https://www.nia.nih.gov/health/what-geriatric-care-manager
I don’t recall anyone asking for access to medical records. My major concern was that they had adequate staff and that the room and other areas were safe and accessible for her. The suggestion to have a list of conditions and medications to review is a good one. The goal is to find the correct place so she would not have to move repeatedly if the facility later finds out something that they are not equipped to handle.