The Department shall provide the individual an accounting of disclosures of PHI made by the Department in the last six (6) years that were not authorized by the individual and not related to treatment, payment or health care operations.

The accounting shall be provided within sixty (60) days of receipt of the request.

Requests for an accounting of disclosures shall be made in writing and include

·           the individual’s vital identifying information

·           a copy of the individual’s photo identification with signature (if not
 available, a notarized request is acceptable)

·           the subject of the request, and

·            the reason for the request.

Requests in proper form shall be processed by the Legal Division in the Regional Offices or the medical records staff in the Department’s facilities. 

The accounting shall include the following:

·           the date of the disclosure  

·           the name and address of the entity or person who received the
 PHI, if known

·           a brief description of the PHI disclosed, and

·           a brief statement of the purpose of the disclosure.

Exceptions to providing an accounting include, but are not limited to, disclosures 

·         to carry out treatment, payment and health care operations

·          to individuals of PHI about themselves

·          pursuant to an authorization provided by the individual

·           for national security or intelligence purposes

·          to correctional institutions or law enforcement officials

·          that occurred prior to the compliance date.