Authorization To View Electronic Patient Information
Use a Authorization To View Electronic Patient Information 2018 template to make your document workflow more streamlined.
What this patient authorization does
Authorization To View Electronic Patient Information is a written permission allowing a named person or organization to access specified electronic patient information. The patient or legally authorized representative identifies the information, recipient, purpose, and authorization period, then signs the record. Healthcare staff should verify identity and confirm that the requested disclosure matches the authorization before releasing information. For HIPAA-covered records, related policies and records must be retained for six years under 45 CFR 164.530(j)(2). State privacy law and organizational policy may impose additional requirements.
Who benefits from this authorization
This form helps healthcare organizations document a patient’s permission before releasing specified electronic patient information to named recipients.
Solo medical practices use the authorization to let named family members, caregivers, or representatives view defined patient information without repeated paper exchanges. Hospitals and outpatient clinics use signed authorizations to document permitted disclosures, route requests to responsible staff, and preserve evidence of patient consent. Healthcare enterprises use role-based templates and controlled sending to standardize patient-information authorizations across departments while limiting access to approved personnel.
These tasks are executed by both individual contributors and centralized administrators depending on organizational policy and required controls.
Complete the authorization in four steps
Prepare the patient-information authorization, confirm every field, obtain the required signature, and preserve the completed record.
Upload form:
Upload the completed authorization form to signNow. Check fields:
Review detected fields and add missing patient or representative fields. Send securely:
Send the authorization to the patient or authorized representative. Archive record:
Store the signed authorization with its audit trail.
Recommended authorization workflow settings
Use controlled identity checks, an electronic audit trail, and retention aligned with the record’s governing healthcare requirements.
| Setting | Recommendation |
|---|---|
| Authentication method | Email link with SMS verification |
| Signature type | Electronic signature with signer intent |
| Audit trail | Capture timestamps, IP address, and actions |
| Document retention | 6 years for HIPAA records (45 CFR 164.530(j)(2)) |
| Encryption | TLS 1.2/1.3 in transit and AES-256 at rest |
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Features for patient-information authorizations
Authorization To View Electronic Patient Information requires clear scope, identifiable signers, and evidence of consent; signNow organizes those actions in one electronic workflow.
Field detection
Upload the authorization and let signNow detect fillable areas, reducing manual field placement before the patient or representative reviews the document.
Signer routing
Route the form to a named signer using email delivery or a controlled signing link, keeping the intended recipient connected to the request.
Audit trail
Capture consent, signature, timestamps, IP information, and document actions in an audit trail supporting later review of the authorization.
Reusable template
Use templates for recurring patient-information requests while preserving defined fields for recipient, information scope, purpose, and expiration details.
Mobile signing
Complete the authorization from a desktop or mobile device when staff or signers cannot meet in person.
Secure storage
Keep the signed authorization and completion evidence together for retrieval, subject to the healthcare organization’s retention policy.
Security for patient authorizations
Data in transit:
Stored data:
HIPAA controls:
Independent assurance:
Security management:
Activity evidence:
Find and fill out the correct authorization to view electronic patient information
airSlate SignNow helps you fill in and sign documents in minutes, error-free. Choose the correct version of the editable PDF form from the list and get started filling it out.
| Versions | Form popularity | Fillable & printable |
|---|---|---|
| UMHS 70-10015 2019 | 4.8 Satisfied (2320 Votes) | |
| UMHS 70-10015 2018 | 4.8 Satisfied (1610 Votes) | |
| UMHS 70-10015 2015 | 4.8 Satisfied (5617 Votes) | |
| UMHS 70-10015 2012 | 4.8 Satisfied (153 Votes) |
How the authorization audit trail works
The signNow audit trail records evidence around the patient-information authorization, separate from the form’s clinical or disclosure decisions.
Authenticate signer:
Timestamp event:
Log activity:
Seal document:
Complete record:
Export trail:
Privacy pitfalls to prevent
The authorization names a recipient but does not clearly identify which electronic patient information may be viewed or disclosed. A patient signs before reviewing the purpose, expiration terms, or consequences of authorizing access to specified health information. Staff send the completed authorization to an unintended recipient because email addresses, signing links, or access permissions were not checked. A signed authorization is stored without its audit trail, making later review of signer identity, timing, and document activity more difficult.
Best practices for patient authorizations
Accurate scope, verified identity, and controlled retention help healthcare teams show what the patient authorized and how the record was handled.
Specify the patient-information scope before signing
Review every detected field before delivery
Match signer authentication to disclosure risk
Archive the signed authorization and audit evidence
Retention periods for related records
Retain this authorization according to the record class and healthcare organization policy; the following periods apply only when the stated rule governs the related record.
6 years for HIPAA records
3 years for tax records
3 years for payroll records
5 years for injury records
30 years for exposure records
Troubleshooting patient authorizations
Use these answers to resolve signNow workflow questions while keeping the authorization’s privacy scope, signer identity, and retention obligations intact.
Business includes legally binding eSignatures, templates, audit trails, mobile apps, ISO 27001, SOC 2, and GDPR controls. HIPAA workflows require signNow’s HIPAA compliance arrangement and a business associate agreement before handling protected health information.
Business Premium adds bulk send and kiosk mode, but a patient-information authorization still requires review of recipient identity, disclosure scope, and signer permissions. Do not use bulk delivery when each patient’s authorization needs individually tailored information.
Use signNow’s signer authentication controls, including SMS one-time passwords where configured, and verify that the recipient’s identity matches the authorization. Authentication strengthens attribution but does not replace the healthcare organization’s privacy review.
The audit trail records timestamps, IP information, and document actions, while the completed authorization remains available for retrieval. Export both the signed document and audit evidence when organizational policy requires a separate archive.
signNow’s $8 per user per month Business plan is billed annually and includes legally binding eSignatures, audit trails, templates, and mobile apps. Business Premium is $15 per user per month annually and adds bulk send.
Electronic signing does not by itself establish HIPAA permission to disclose information. Confirm patient consent, recipient identity, disclosure scope, minimum-necessary practices, and applicable state law before releasing electronic patient information.
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