Care Coordination

Before sharing information, confirm the patient's consent in writing—verbal permission isn't enough under HIPAA. Use a signed authorization form that specifies exactly what data can be shared, with whom, and for how long. When compiling a summary, focus on relevant history: diagnosis, medications tried (including tolerability), prior treatments, and current functioning. Avoid unnecessary details like social history unless directly related. Redact identifying data unless using secure portals.

Create a one-page clinical snapshot: date of birth, diagnosis, current meds with doses, recent labs or tests, and three key goals for the visit. Include only functional updates: 'Attends group sessions weekly' instead of 'Lives with parents.' Use neutral, clinical language: 'Reports low mood with some energy fluctuations' rather than 'She's acting out.' For emergencies, add: 'If acute risk emerges, contact [Name] at [Number] before admissions.'

Use certified secure messaging platforms or encrypted email for sharing. Avoid texts or social media—even with initials, photos or vague references can violate privacy. Ask providers: 'How do you prefer to receive summaries, and what format do you find most useful?' Standardize your approach by saving templates: a full summary, a brief update, and a crisis note. This ensures consistency and speeds up care transitions.