In certain instances, the release of clinical notes to external entities may be necessary. For instance, when a WorkCover client engages legal representation for their case, there may be a need for providing copies of all clinical notes. Notification for such requests will typically be communicated through email, and it is important to note that the time spent on fulfilling these requests is billable.
As a result of previous instances in which Effect Exercise Physiology released Clinical Notes to an external party and did not receive payment for the provided service, we now require full payment from all third parties prior to the release of any medical documents.
Process
Upon receipt of the request via email, promptly notify the relevant practitioner whose notes are being requested. This will enable them to review and ensure the published notes are accurate and legible. It is the Practitioner's responsibility to download clinical notes. Admin can email the downloaded clinic notes once the Practitioner has reviewed the downloaded PDF copy.
Reply to the requesting party and state the above (payment required prior) and ask for who they would like the Invoice to be addressed to.
Follow on below
Instructions for Invoicing for Payment for the Release of Medical Documents (Clinical Notes):
Open the Client's file and create an invoice that is not attached to an appointment, select their treating EP under "Practitioner"
In the item line, select "WCO005 Medical Records" the cost is $ 62.00 including GST ( April 2024)
Enter the Third Parties billing information into "Issues to" e.g. " ABCD Lawyers, 244 Sydney Street, Sydney, NSW, 2000"
Ensure Clients Full Name, DOB and Workcover number are on the the invoice. (The date of birth will appear on the final Invoice in to the client's name, this can be checked by pressing "Print")
Once the invoice has been created, email to the requesting requesting third party and state payment will need to be rescieved PRIOR to the release of any medical documents.
Instructions on How to Download Clinical Notes on Cliniko
Open the clients profile
Client details > top right corner "History"
Select necessary records > Treatment notes > Filter history
Print > Download > save as name of client / Claim number / clinical notes
Email Template
Declining the recommended fee:
Good morning/ Good afternoon,
We have declined the recommended fee for the release of Medical Records. Once the fee has been changed and payment has been made, I will release the requested documents.
I have attached the invoice with our fee.
If there are any issues, please feel free to contact me on 0491 001 559.
If no change to fee is required:
Good morning/ Good afternoon,
Thank you for your email.
I will arrange for [Client Name]'s Clinical Notes to be sent through. We require payment in full prior to the release of any documents.
I have attached the invoice. Once payment has been made, I will release the requested documents.
If there are any issues, please feel free to contact me on 0491 001 559.