751 appointment reminders must contain only the

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7.5.1. Appointment reminders must contain only the minimum amount of information necessary to accomplish the task. (T-1) General information regarding the appointment may be provided, including: patient's name, time and date of appointment, and appointment location. Appointment reminders can be in the form of e-mail, text message, or other mechanisms approved by the AFMS. 7.6. Electronic Copies of Health Records. 7.6.1. A patient has the right under HIPAA to request copies of their health record and to have the information transmitted directly to another person designated by the patient. If the information is maintained in one or more designated record set electronically, and if the patient requests an electronic copy of such information, the AFMS must provide the patient with access to the electronic information in the form and format requested by the patient, if it is readily producible, or, if not, in a readable electronic form and format as agreed to by the AFMS and the patient. (T-0) Reference DoD 6025.18-R, Chapter 11 . 7.6.2. Requests for copies of health records should be referred to the ROI department. ROI or the MTF HPO is the designated point of release and can respond to patient requests. 7.6.3. MTFs are permitted to send patients copies of their records via unencrypted emails. Prior to transmission, the MTF must: 7.6.3.1. Advise the patient of the risks associated with unencrypted e-mail; (T-0)
44 AFI41-200 25 JULY 2017 7.6.3.2. Provide the patient with an option of how they wish to receive the records; and 7.6.3.3. Permit the patient an opportunity to agree or object. (T-0) 7.6.3.4. If the patient elects unencrypted e-mail with password-protection to a personal e- mail address, the MTF must send the password via a separate e-mail than the one containing the records. 7.6.4. Documentation of a patient’s E -mail Directive to receive health information via unencrypted e-mail or password-protection must be maintained by the ROI department along with the access request IAW paragraph 3.9. (T-0) DoD 6025.18-R, C14.10. 7.6.4.1. The E-mail Directive is only applicable to the access request for which it was obtained and is for one time use only. 7.6.4.2. A sample E-mail Directive statement is located in Attachment 2, Figure A2.1. It is strongly recommended that the language contained in Attachment 2 be used in its entirety. Additional information regarding processes can be found on the AFMOA Health Information Compliance Team KX website. 7.6.4.3. Where available, the AFNet DSET PHI icon/button in Microsoft Outlook is available for use when sending PHI via unencrypted e-mail. The PHI button acts as a reminder that the E-mail Directive must be obtained from the patient prior to transmission. (T-1) 7.6.4.3.1. By clicking the PHI button, the sender is confirming an E-mail Directive has been obtained from the patient.

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