Health Information Management

The Health Information Management Department at Springfield Clinic is responsible for the documents and records related to the Clinic's patients. We welcome the opportunity to assist patients and attorneys with accessing forms, requesting a change to their medical record and to review health/billing records.

There are many other issues relating to the release of medical information. Often release of information is granted by the patient to insurance companies when applying for new policies or coverage. Other providers may need your information if you move out of the area. Attorneys may request information for legal matters.

The HIM Department also has important roles internally to work with the various medical departments in addressing patient confidentiality. These may include: record requests, transfer of records, disability forms, subpoenas, insurance applications and other requests. Training is a high priority within Springfield Clinic to ensure that employees are knowledgeable and in compliance with federal and state regulations.

There are four organizational silos or areas of control:

HIM processes and types all dictations as dictated by the providers. Be it X-rays, chart notes or hospital notes, they are typed in this department. This is also the area in which all dictations are printed, stuffed and mailed after a provider signs a document.
HIM processes requests for external release of information. There are nine work types that this department processes for provider offices: subpoenas for records, attorney requests, employer workers compensation requests, insurance applications (health and life), commercial disability forms (loan claims), Department of Rehabilitation Services, Federal Bureau of Disability Determination Services, release to patient and other provider, and employer disability forms. This department is also the custodian for the legal health record and is called upon to testify when records are required in court.
HIM processes document imaging for all clinical offices (except Occupational Medicine), merges and unmerges electronic patient records, assigns placement/retention/signature authority of new chart forms, maintains and defines the legal health record.
HIM monitors the medical MRN record number assignments, merges and unmerges paper based records, integrates new merger practice records, manage x-ray film files and manages Springfield Clinic’s couriers and messengers, including interoffice and postal mail.
Electronic Health Record at Springfield Clinic
Springfield Clinic is fully accredited by the Accreditation Association for Ambulatory Health Care (AAAHC) and received straight “A's” for our electronic record associated with those operations.
   Authorization to Release Medical Information

The authorization for release of information is needed for hard copy medical records.