Patients Turning 18 Years Old

Beginning at age 18, there are several changes to a patient’s healthcare legal rights and responsibilities that will be implemented at Mendon Pediatrics. In order to assist you in navigating these upcoming changes we have created this guide for your reference.

With few exceptions (generally only in the case of those with legal guardianship in place due to disability, illness, or injury), when a patient turns 18, all parent\guardian contact information is removed from the main demographics area in the patient’s medical record and replaced with the patient’s direct contact information if we have it on file. Until an access authorization form is completed by the patient, parents\guardians are no longer legally allowed access to any patient medical records: including appointment scheduling and reminders, medication refills, test results, form requests, etc. 

Please Note:

*If we do not have the patient’s direct contact information on file, please contact us as soon as possible. Once the patient turns 18, it will be the patient’s responsibility to contact us to update their medical record.

*At their first visit after turning 18, all patients will be given a HIPAA 18 authorization form and must give consent to allow anyone to have access to their medical records. They are not legally obligated to authorize any parent\guardian to have access to their medical records regardless of who holds the insurance policy.

*If the patient declines to authorize access, parents\guardians will NOT be permitted to:

• Discuss specific medical record contents with any of our staff or providers.
• Call our office to cancel or change appointments.
• Request prescription refills
• Request medical records (including immunization records)
• Parents\Guardians may call to express concerns or to ask medical questions, but answers and follow up will be directed to the patient only. 

*Patients may give limited access to their medical records i.e., vaccination records and school physical forms only, prescription refills, etc.

*If the signed HIPAA 18 allows full medical record access to a parent there are a number of confidential visit types, lab test orders and results, confidential medical screening forms, etc. that cannot be shared with anyone other than the patient. In order to release this information, the patient must make a request and a separate written consent must be obtained.

*Without legal documentation giving authorization to a parent\guardian\representative, Federal law dictates that we will be unable to make exceptions. For those that are under guardianship, we require copies of legal documentation in the patient’s medical record on or before the patient’s 18^th birthday.

*Patients will also be required to sign our Financial Policy and office Privacy Practices policy. The financial policy is an acknowledgement of the Patient’s new position as the primary responsible party. Note: parents\guardians may still pay for healthcare expenses, but the patient becomes the primary responsible party. Privacy Practices is an acknowledgement of how medical information about you may be used and disclosed by Mendon Pediatrics and how you can get access to this information.

Please contact the office at 585-624-4520 if you have any questions. Thank you. 

There are many changes to your healthcare rights and responsibilities that you will encounter when you turn 18. To help you navigate this chapter, we have put together this reference sheet. During your first visit after your 18^th birthday, you will be given the following forms to complete:

HIPAA 18 Authorization/Declination:   

*Once you turn 18, your parents/guardians must legally be given consent by you to have any access to your medical records. This includes lab results, visit notes, prescriptions drug information, vaccination records, etc.

*You are NOT required to give permission to anyone if you choose not to. Giving consent or denying consent has no bearing on insurance coverage.

*By adding your parents/guardians to this form, you are giving our office permission to contact and share designated medical information on your behalf with those listed on the form.

*If you do not request for parents/guardians to have access to your medical record and/or to continue to be the primary contact on your account, you will be responsible for confirming or cancelling appointments via phone, email or text. Electronic paperwork will be sent directly to you to complete, and we will contact you directly regarding lab results, follow up, etc.

*Without a completed HIPAA authorization on file, if your parent or guardian calls our office with a medical question on your behalf, we will take the information but will only be able to follow up with you directly.

*Even with an authorized parent\guardian on file, all medical issues of a confidential nature i.e., sexual health\testing, drug\alcohol use, etc. will not be discussed with anyone other than the patient.

*From birth through age 18 years Mendon Pediatrics is required by law to report all administered vaccines to NYS. The HIPAA 18 Authorization\Declination includes an authorization to continue to report administered vaccines to NYS through NYSIIS.  If your medical records are lost, any healthcare provider in NYS can retrieve your immunization records via NYSIIS.

*To avoid any issues or delays, this form should be completed before you leave the office.   

 Financial Policy:   

*This form is an acknowledgement of our office Financial Policy and of the Patient’s position as the primary responsible party. Note: Your parents\guardians may still pay for your healthcare expenses, but you become the primary responsible party.

Privacy Practices:

*This form is an acknowledgement of how medical information about you may be used and disclosed by Mendon Pediatrics and how you can get access to this information. 

Healthcare Proxy:

*A health care proxy is a document that names someone you trust as your proxy, or agent, to express your wishes and make health care decisions for you if you are incapacitated due to injury or illness.

*This form should be completed and kept in a safe place at home. We recommend leaving a copy with your authorized proxy or agent.

Other important information

As soon as you turn 18, you will begin to receive appointment reminders, electronic forms, and will be responsible for virtual check in (via text or on our website) for your appointments, unless otherwise designated.

We need to have your personal contact information on file even if you give consent to your parents allowing access to your records.  If we do not have your direct contact information on file, please contact us as soon as possible.

You will be responsible for authorizing the transfer of your records to a new physician when you plan to transfer or when age out of our practice.