MEMORANDUM

DISCUSSION:

Guidance has been provided by the Social Security Administration's Office of Privacy and Disclosure to clarify that Family Support Division (FSD) staff have the authority to request medical information through the Disability Determination Services (DDS), on behalf of the applicant/participant.  Requests for medical records through DDS continue to fall under the Social Security Administration (SSA's) routine use exception for determining entitlement to an income maintenance program.

The DDS can share the medical records if they have the requested information in their possession and after consulting with their Professional Relations Officer.  There is no fee charged to request or receive these records.  Requests for medical records to the DDS must be sent as an encrypted email, since DDS is an outside agency.  Refer to Email Encryption instructions to securely request medical records via email.

The General Information Manual, section 0130.005.05.11 has been updated to include how to request medical records from DDS.

FSD staff can share medical records with DDS staff, as long as a HIPPA Authorization for Disclosure of Consumer Medical/Health Information (MO 650-2616) form from the applicant/participant has been obtained.  Refer to Income Maintenance General Information Manual section 0130.005.05.11 for more information.  Remember to follow the Email Encryption instructions if sending the medical records via email.

Appendix A, DDS Professional Relations Officer Contact Information has been updated.  The Kansas City office has changed locations.  They are now located at 777 NW Blue Parkway, Lees Summit, MO 64086.

NECESSARY ACTION:

• Review this memorandum with all appropriate staff.
• Staff who request medical records through Disability Determination Services can resume doing so.
• Advise local DDS offices of the clarification of SSA's policy.  If additional clarification is needed, direct DDS staff to contact the local SSA office.

AC/jkh