CONTACTS 

SUBJECTS
2nd Opinion Metastatic Cancer Treatment Chemotherapy New Trial Drug
600 Dollars Patients Must Pay for 2nd Opinion Metastatic Cancer Trea
Medical Records Transfer Authorize from Kaiser to UCSF Breast Care C
2nd Opinion Requested from UCSF, Stanford, UC Davis Cancer Centers
Medical Records Mistake Business Office Failed Follow Procedure Not

1207 -
1207 -    ..
1208 - Summary/Objective
1209 -
120901 - Follow up ref SDS 10 0000. ref SDS 8 0000.
120902 -
120903 -
120904 -
120905 -
120906 -
120907 -
120908 -
120910 -  ..
1210 -
1211 -
1212 - Progress
1213 -
121301 - On 041007 Millie visited the Business Office at Kaiser in Walnut
121302 - Creek, and met with Tangi. ref SDS 10 GI9F
121304 -  ..
121305 - Tangi filled out a form with Millie's Kaiser account.
121306 -
121307 -                Authorization for Use and/or
121308 -                Disclosure of Member/Patient
121309 -                Health Information
121311 -  ..
121312 - Millie signed the authorization, and Tangi marked it Urgent, so that
121313 - records will be assembled and transmitted to UCSF and to Stanford in
121314 - time for meetings on 041015, and later on 041019. ref SDS 10 VN50
121316 -  ..
121317 - At that time, there was a follow up action item task to verify that
121318 - records have been properly transferred. ref SDS 10 1D6K
121320 -  ..
121321 - Today, follow up is performed.
121323 -  ..
121324 - Called Breast Care Coordinator to get a number for the Business
121325 - Office, because there is no phone number for this Department in the
121326 - Contact Record.
121328 -  ..
121329 - Added number for Business Office to Contacts for Kaiser in Walnut
121330 - Creek.
121331 -
121332 -
121334 -  ..
1214 -
1215 -
1216 - 1446 Called Business Office.............. 925 295 4935
1217 -
121701 - Explained background on 041007 and asked about status of assembling
121702 - medical records for a 2nd opinion. ref SDS 10 GI9F
121704 -  ..
121705 - Attendant said to call...
121706 -
121707 -            Medical Legal   925 295 4350
121708 -
121709 -
121711 -  ..
1218 -
1219 -
1220 - 1453 Called Medical Legal Department............. 925 295 4350
1221 -
122101 - Talked to Patty.
122103 -  ..
122104 - Patty said she has not yet received the actual medical transfer
122105 - authorization, but she sees on her computer that Millie needs medical
122106 - records.  Patty cannot tell the scope of the transfer based on
122107 - information shown in Kaiser's computer.
122109 -  ..
122110 - Patty asked when the records are needed?
122112 -  ..
122113 - We reviewed planning on 041007 notifying the Business Office that
122114 - records need to be at UCSF on 041015. ref SDS 10 VN50
122116 -  ..
122117 - Patty said the clerk who prepares the records for transfor has been
122118 - sick or on vacation and is not exepcted back until tomorrow, so
122119 - nothing has been done for the past week.  She feels there will not be
122120 - enough time for Kaiser to assemble the records and mail them in time
122121 - for meetings on a 2nd opinion scheduled for 041015.  Patty advised it
122122 - normally takes 3 to 4 weeks to get medical records assembled and
122123 - distributed, because there are hundreds of requests and they have a
122124 - small staff.
122126 -  ..
122127 - Patty said she will put a note on the desk of the records assembly
122128 - clerk to do this patient's records first, when she gets back tomorrow.
122129 - She indicated this could be ready by Thursday, and so suggested that
122130 - the patient hand carry the documents rather than rely on the mail.
122132 -  ..
122133 - Decided to pick up the medical records and hand carry to the doctor
122134 - for a 2nd opinion on Friday in order to avoid delays.
122135 -
122136 -
122137 -
122138 -
122140 -  ..
1222 -
1223 -
1224 - 1513 called Kaiser back................ 925 295 4350
1225 -
122501 - Talkd to Tina in Medical Legal.
122502 -
122503 - Tina advised that patients must obtain medical records requested for a
122504 - 2nd opinion from other departments.  She said that the Business Office
122505 - rep should explain this procedure to patients, because Kaiser does not
122506 - have anyone else who coordinates transfer of business records.  Tina
122507 - feels the Business Office should do this.
122509 -  ..
122510 - Tina feels that when Tangi attached the list of records for transfer,
122511 - she should have sent a copy to...
122512 -
122513 -    1.  Medical Legal...... 925 295 4350
122515 -         ..
122516 -    2.  Xray............... 925 295 4789 or 4798
122518 -         ..
122519 -    3.  Pathology.......... 925 295 4340
122520 -
122521 - ...but, evidently Tangi only sent a copy to Medical Legal.
122523 -  ..
122524 - Today, is the first we have heard about the patient contacting Xray
122525 - and Pathology independently.
122527 -  ..
122528 - Tina said that Tangi is new on the job.  She will call Tangi and
122529 - explain the procecure of notice to patients and on distribution for
122530 - request and Authorization to transfer patient medical records to other
122531 - hospitals for a 2nd opinion.
122533 -  ..
122534 - Tina will look through the desk of the administrator who assembles
122535 - documents from Medical Legal (which are the doctor's notes), and she
122536 - will make a copy of authorization with the attached list that Millie
122537 - submitted to Tangi last Tuesday.  Tina will send a copy to Xray and to
122538 - Pathology, so they can get started assembling the packet for use to
122539 - pickup on Thursday.
122541 -  ..
122542 - Tina will call back later today to confirm that she found the
122543 - Authorization and that a copy was sent to Xray and to Pathology.  She
122544 - will advise if the form cannot be found on the records assembly
122545 - person's desk, and so Millie can drive to Kaiser and fill out another
122546 - request.
122547 -
122548 -
122549 -
122551 -  ..
1226 -
1227 -
1228 - 1532 called Xray Department........... 925 295 4789 or 4798
1229 -
122901 - Talked to
122902 -
122903 - Got an answering machine that said to leave a message that said they
122904 - charge $10 per page.
122906 -  ..
122907 - Was not sure what message to leave, so did not leave a message.
122908 -
122909 -
122910 -
122911 -
122913 -  ..
1230 -
1231 -
1232 - 1537 called Pathology Department...... 925 295 4789
1233 -
123301 - Talked to Nancy.
123302 -
123303 - They do not charge for the slides and the report.  They give the
123304 - patient the original documents.  A form is included that says the
123305 - documents must be returned to Kaiser.
123307 -  ..
123308 - Nancy will make a second packet of just the analysis on the slides and
123309 - films, but without the slides and films themselves.  This can be taken
123310 - to Stanford, in the event that UCSF wants to keep the slides and films
123311 - for study.  Millie can give the packet of
123313 -  ..
123314 - Nancy will also prepare a records transfer request which Millie can
123315 - sign this Thursday, in the event that Tina is unable to find the
123316 - request in the Medical Legal Department that was received from the
123317 - Business Office on 041008, which Millie signed on 041007.
123318 -
123319 -
123320 -
123322 -  ..
1234 -
1235 -
1236 - 1554 called Xray.................... 925 295 4789
1237 -
123701 - Talked to Brett.
123702 -
123703 - She is the receptionist for the Imaging Department.
123705 -  ..
123706 - She said they get requests all the time for records transfer to UCSF,
123707 - and so they know what UCSF wants.
123709 -  ..
123710 - She said the clerk leaves at 1630.
123712 -  ..
123713 - Brett called over to the Xray records transfer department, and found
123714 - that the administrator left early today.
123716 -  ..
123717 - Brett asked me to hold on while she called the Mail Desk.
123719 -  ..
123720 - Brett came back on line about 5 minutes later, and said that everyone
123721 - has left for the day in Mail Desk department.  She suggested calling
123722 - and leaving a detailed message so they are alerted to prepare Xrays
123723 - for transfer.
123724 -
123725 -
123726 -
123728 -  ..
1238 -
1239 -
1240 - 1634 called Xray Department mail room
1241 -
124101 - Left message requesting copies of medical records for second opinion
124102 - at UCSF, and that Millie wants to pick up on Thursday the packet to
124103 - hand deliver on Friday 041015 for a meeting at UCSF.
124105 -  ..
124106 - Explained we need two packets, similar to Nancy's explanation in
124107 - Pathology, per above. ref SDS 0 TC5P
124108 -
124109 -
124111 -  ..
1242 -
1243 -
1244 - 1641
1245 -
124501 - Tina called back.
124502 -
124503 - She found the Authorization Millie signed on 041007 at the Kaiser
124504 - Business Office.  Tina copied the Authorization forms with
124505 - attachements, and sent copies to the Xray Department, and to the
124506 - Pathology Department.
124508 -  ..
124509 - Amelia will be in the office tomorrow, and can assemble the
124510 - documents.
124512 -  ..
124513 - Tina said the packets will be available for pickup from the Business
124514 - Office on Thursday.  She is unsure if Xray and Pathology Departments
124515 - will also send their documents to the Business Office, or if patients
124516 - have to visit the respective departments and pick up the records.
124518 -  ..
124519 - Tina said she call the Business Department to clarify procedures for
124520 - sending patients to Xray and to Pathology, which was not done in this
124521 - case.  Tina was told that the Business Department follows the correct
124522 - procedures and does not need to be reminded about what to do by the
124523 - Medical Legal Department.
124524 -
124525 -
124526 -
124527 -
124528 -
124529 -
124530 -
124531 -
124532 -
124533 -
124534 -
1246 -