A Substitute Decision Maker (SDM) is an individual authorized to act on behalf of someone who is unable to legally represent themselves. To ensure compliance and avoid delays, MedChart requires supporting documents for SDMs to be uploaded to the client's profile before any records requests can be made. Without proper documentation, Health Information Custodians (HICs) will reject requests, citing insufficient proof of authorization, which can cause delays on your requests.
Below is a list of what documents are accepted by HICs as supporting documentation in the case of SDMs.
Accepted Supporting Documents for Substitute Decision Makers (SDMs):
1. Parent or Guardian of a Minor
Accepted documentation includes:
- Long Form Birth Certificate – Verifies parental or guardianship rights.
OR - Litigation Guardian Order – Confirms court-appointed guardianship.
OR - Power of Attorney for Personal Care – If applicable.
2. Executor of an Estate
Accepted documentation includes:
- Will and Testament – Demonstrates executor authority.
AND - Death Certificate – Confirms the passing of the individual whose records are being requested.
3. Guardian of an Incapacitated Adult
Accepted documentation includes:
- Litigation Guardian Order – Confirms legal guardianship.
OR - Power of Attorney for Personal Care – If granted before incapacitation.
What if I don't have a copy of the preferred documentation?
If you do not possess any of the preferred documents, you may upload a blank page in PDF format to continue with your request. However, please note if you attempt to use other documents (such as a blank page), we cannot guarantee their acceptance, especially for hospital requests. We strongly recommend contacting your Client and/or their SDM to obtain the preferred documents to prevent delays or rejections.
If you have any questions or need further clarification, please reach out to our Customer Support Team at [email protected]