The Lake County Veterinary Clinics, PLLC recognizes that clients often have a need for the information contained in their pet's medical records. The goal of this protocol is to ensure that clients have timely and ready access to whatever information they need regarding their pet's medical records. Additionally, all members of the LCVC team recognize the confidentiality of medical records and their responsibility to protect that confidentiality. By adhering to the following principles and guidelines, we will be able to consistently and effectively meet our clients’ needs.
The basic principle the practice follows is that the provision of medical information is the responsibility of the practice. As such, any request for medical record information will be taken seriously and addressed promptly. Any request for medical records, whether in person or by phone, fax, mail, or email will be accepted. Most requests for medical records are made to receptionists, phone operators, or veterinarians. If medical records are requested of any other practice team member, they will direct such requests to a receptionist, phone operator, or veterinarian. The final responsibility for oversight of medical records information will reside with the practice manager and the practice director.
Due to the potentially sensitive nature of medical records, they are to be reviewed by a veterinarian prior to being released. The exception to this is that any member of the practice team may release information about whether or not the pet was/is a patient of the practice, and the date of the last vaccination given.
Medical records will be released only when authorized by the client or an appropriately designated representative of the client. An appropriate representative is considered to be anyone the client specifically authorizes (verbally or in writing), anyone who has been routinely involved in communication with the practice about the patient, and any veterinarian who is currently treating the patient. Additionally, records may be released as required by law (i.e. public health department, courts, etc.).
Once the medical record has been reviewed, the information will be delivered as soon as possible and in an appropriate manner. This may take the form of a veterinarian summarizing the record over the phone in cases where immediate communication is needed. In other cases, this may be faxing, emailing, or mailing a copy of the record. The original medical record will not leave the Lake County Veterinary Clinics. The medical record contains information about any diagnostic tests (radiographs, ultrasound, etc.) performed. The client can request copies of the radiographs, ultrasound, etc. There are fees and possible time delays involved in making such copies that the client must be informed about.