HRMC's Health Information Management department (Medical Records) creates, maintains and protects patient medical records. From obtaining information for birth certificates for newborns and completing "Release of Information" requests for patients to providing accurate medical chart information for insurance payments, the health information staff works diligently to protect private patient information.
Patient Privacy/HIPAA - HRMC's health information department is responsible for ensuring HRMC patient privacy and compliance of HIPAA (Health Insurance Portability and Accountability Act) regulations. HRMC patients and family can rest assured that every precaution is taken in protecting private patient information.
back to top Birth Certificates - when your newborn is delivered at HRMC, the health information staff gathers the information to create the birth certificate and files it with South Dakota Department of Health, Office of Vital Statistics. Parents can then obtain a certified birth certificate from the county Registrar of Deeds office for a $15 fee. Replacement or duplicate copies of certified birth certificates are also available from the Registrar of Deeds office for a $15 fee. (Office location and contact information are located in the county government pages of the phone book.)
back to top Newborn Social Security Numbers - parents are given the option of requesting a social security number for their newborn. Health information staff then forwards that information to the state Social Security Administration office in Pierre, S.D. The newborn's social security card and number are mailed to the parents. Replacement cards or social security number inquiries should be directed to the state or local Social Security Administration office. (Office location and contact information are located in the federal government pages of the phone book.)
back to top Release of Information - information stored in the medical chart for former or current HRMC patients can be accessed through the health information department. Patients in need of medical record information must sign a "release of information" authorization form before any private health information will be released. Click here to download and print a copy of the form. Forms may be faxed or delivered to the health information office. There is a small fee for copying record documents. For more information, call the health information office at 605-353-6228.
NOTE: Regulations require medical facilities to maintain a record of the service for 10 years from date of service. Records of minors shall be retained until the minor reaches the age of majority plus an additional two years.
back to top Coding Questions - the health information staff is responsible for coding and ensuring the accuracy of codes on patient records. If you or your insurance provider has questions regarding how services were coded, the health information staff will work with you and the insurance company in understanding and resolving issues, when appropriate.
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