What is an accounting of disclosures?

An accounting of disclosures is a record of every time your protected health information was disclosed to someone outside your healthcare provider. It shows who received your information, when, and why.

How far back can I request disclosures?

You can request an accounting of disclosures for up to six years prior to your request. Providers must maintain records of disclosures from the last six years.

How long does it take to get an accounting?

Healthcare providers have 60 days from receipt to provide your accounting of disclosures. They may request a 30-day extension for reasonable cause.

HIPAA Right to Accounting of Disclosures

Q: What disclosures are excluded?

Disclosures for treatment, payment, and healthcare operations are typically excluded. You won't see disclosures made for law enforcement or national security unless authorized.

Quick Answer

You have the right to receive an accounting of all disclosures of your protected health information. This means you can request a list of everyone your healthcare provider has shared your medical records with, when they shared it, and for what purpose. Requests must be submitted in writing, and providers have 60 days to respond.

Understanding Accounting of Disclosures

Your medical information is private, and you have the right to know when and with whom it has been shared. An accounting of disclosures gives you visibility into how your healthcare provider distributes your protected health information.

What Information Will the Accounting Include?

The date your information was disclosed
The name and address of the person or organization that received your information
A description of the information disclosed
The reason for the disclosure
A brief explanation of why it was disclosed

What Disclosures Are Excluded?

The following disclosures typically don't appear in your accounting:

Disclosures for treatment purposes
Disclosures for billing and payment
Disclosures for healthcare operations (like quality improvement)
Disclosures to you
Disclosures you authorized
Disclosures to law enforcement (in some cases)
National security-related disclosures

How to Request Your Accounting of Disclosures

Contact Medical Records Department

Reach out to your healthcare provider's medical records office. Ask them how to request an accounting of disclosures. They can tell you whether they have a specific form or process.

Make Your Request in Writing

Send a formal written request via email, mail, or in person. Your request must be in writing to be legally valid. Include your full name, date of birth, and medical record number.

Specify the Time Period

Indicate the date range for which you want the accounting. You can request disclosures from up to six years prior. If you don't specify a timeframe, the provider will give you disclosures from the last 12 months.

Wait for Response

The provider has 60 days to provide your accounting. They may request a 30-day extension. You will receive a detailed list of all disclosures meeting your request criteria.

Review for Unusual Activity

Carefully review the accounting. Look for any disclosures you don't recognize or that seem unauthorized. If you see suspicious activity, contact your provider and consider filing a privacy complaint.

Sample Accounting Request Letter

[YOUR NAME] [YOUR ADDRESS] [YOUR PHONE NUMBER] [YOUR EMAIL] [DATE] Medical Records Department [PROVIDER NAME] [PROVIDER ADDRESS] Re: Request for Accounting of Disclosures Dear Medical Records Manager, I am requesting an accounting of all disclosures of my protected health information as permitted under HIPAA. Patient Information: Full Name: [YOUR FULL NAME] Date of Birth: [YOUR DOB] Medical Record Number: [YOUR MRN, if known] Time Period: I request an accounting of disclosures from [START DATE] to [END DATE]. [OR: I request an accounting of disclosures for the last 12 months.] Please include the date of disclosure, the name and address of the recipient, the purpose of the disclosure, and a brief description of the information disclosed. You may contact me at [PHONE] or [EMAIL] if you have questions about this request. Thank you, [YOUR SIGNATURE] [YOUR PRINTED NAME]