We share our suggestions for ordering neurological records from Duke University.
GENERAL GUIDELINES
As noted in our generic instructions for ordering neurological records from any institution, the brain bank:
- now requires that records be at the brain bank prior to the passing of the intended brain donor
- neurological records ONLY are needed. No primary care physician records or hospice records. In the cases of Parkinson’s Disease, only the most recent 6-8 years of records are needed.
- it is always easiest to download neurological records via the online patient portal. If you don’t have access to the online patient portal, records must be ordered from the medical records office or clinic. Records can be sent from medical records offices or clinics directly to the brain bank. One advantage of this approach is that there may be no fee to the family. One disadvantage of this approach is that the family has no real way to confirm that records have been sent.
- ideally, records should be sent to the brain bank by email or posted to the cloud for download by the brain bank. Second choice is by fax. Third choice is by mail with tracking. Last choice is by mail with no tracking.
- ordering records and following up with the medical records offices or clinics is the family’s responsibility
DUKE INFORMATION
These suggestions are derived from speaking with staff from the medical records office and viewing helpful webpages, including:
To summarize the three options on that webpage:
1.Download records through Duke MyChart online patient portal.
Downloaded records may be submitted to Mayo Clinic by:
-
Secure email to Dennis Dickson, MD, ℅ the Brain Bank Coordinator, Rachel LaPaille-Harwood, at LaPaille-Harwood.Rachel@mayo.
edu -
Post to the cloud (Google Drive, Dropbox, Box, or other online file sharing service). Then email link to file(s) to the Brain Bank Coordinator, Rachel LaPaille-Harwood, at LaPaille-Harwood.Rachel@mayo.
edu -
Fax to 904-953-7117 (Attn: Dennis Dickson, MD)
-
US Mail to Dennis Dickson, MD, Mayo Clinic Jacksonville, Birdsall 310, 4500 San Pablo Road, Jacksonville, FL 32224-1865 (phone 904-953-2439)
2. Order records be sent to the brain bank by completing an online request with Duke MyChart.
3. Download and complete the “Duke Health Enterprise Authorization for Release of Protected Health Information” form
When completing the authorization form, in the section titled, “Person/Company Who Will Receive Information,” please enter Mayo’s information:
Dennis Dickson, MD,
Mayo Clinic Jacksonville
Birdsall 310
4500 San Pablo Road
Jacksonville, FL 32224
Phone: 904-953-2439
Fax: 904-953-7117
Email c/o Rachel LaPaille-Harwood: [email protected]
Submit the completed form to Duke via:
- Email ([email protected])
- Fax (919-620-5165)
- Mail (Duke Health Information Management, Duke University Health System, P.O. Box 3016, Durham, NC 27710)
-> It is best if the intended donor signs the form. If the intended donor signs, return the signed form via email, fax, or US mail.
-> If the intended donor is not able to sign the form, the medical power-of-attorney should sign his/her name. When you email, fax, or mail the completed authorization form, include the medical power-of-attorney document.
If the healthcare power-of-attorney is contingent on the occurrence of an event (such as the incapacity of the patient), make sure to provide documents that show that the triggering event has occurred.
-> We suggest a confirmation call to Duke Health Information Management (phone 919-684-1700) three to five business days after submitting the authorization form. Inquire when the records were sent (or will be sent) and confirm the delivery method – whether by secure email, fax or mail. Make a note of the date and method of delivery.