Health Information Compliance Alert
2 Response Letters Keep Patients Posted On Complaints
Put your actions in writing and protect against further criticism. Sample Response Letter 1 - Generic Response This is an example of a generic letter that could be used to acknowledge those complaints that are made but do not otherwise result in a finding by your organization that any violation of HIPAA or the organization's policies and procedures has occurred or where the organization has decided not to take any further action: Dear :___________________________ Thank you for bringing to our attention your concerns regarding _______________. Maintaining the privacy of health information is very important to us, and we appreciate the information you have provided. We will review your concerns and will take any necessary steps as part of our ongoing privacy compliance and improvement program. Again, thank you for your time and concern. If you have further questions about this matter, please contact______________ at _____________. Sample Response Letter 2 - Specific Response This is an example of a letter that could be used to both acknowledge a complaint and explain any steps taken by your organization in response to the complaint. Dear :_______________________________ Thank you for bringing to our attention your concerns regarding____________. Maintaining the privacy of health information is very important to us, and we appreciate the information you have provided. We have reviewed your concerns and [will take/have taken] the following steps to address this issue: ________________________________________________________. Again, thank you for your time and concern. If you have further questions about this matter, please contact _______________ at ___________________________. Source: HIPAA Policies & Procedures Desk Reference, copyright 2003, American Medical Association.
Don't let your patients think that their privacy complaints have fallen into a black hole once they've been submitted to your organization. Have a look at these sample response letters crafted by the American Medical Association:
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2 Response Letters Keep Patients Posted On Complaints
Put your actions in writing and protect against further criticism.
Don't let your patients think that [...]
