Your Guide to HIPAA Authorizations for Estate Planning and Probate
HIPAA authorizations allow designated people to access medical information at times when health records are needed for decision making or estate planning. In Lakeland and throughout Tennessee, a properly drafted HIPAA authorization clarifies who may obtain medical records, for what purpose, and for how long, reducing confusion for family members and health care providers. Many families find the process easier when they have written directions that comply with federal privacy rules and state practices. The Jay Johnson Law Firm in Hendersonville assists clients with authorizations that coordinate with wills, powers of attorney, and medical directives to help ensure access when it is needed most.
A HIPAA authorization is a legal document that must meet specific requirements to be effective and enforceable. Failing to include required elements or using overly broad language can result in denials from providers or disputes among relatives. For estate planning and probate matters, aligning HIPAA authorizations with other documents prevents delays in administering health-related affairs and handling records during incapacity or after death. Jay Johnson Law Firm provides guidance tailored to Tennessee law and the needs of Lakeland families, helping clients prepare clear authorizations that reflect their preferences while addressing practical concerns about privacy and record access.
Why HIPAA Authorizations Matter for Families and Estate Plans
HIPAA authorizations serve an important role by granting specified individuals legal permission to obtain protected health information when necessary. They help avoid administrative delays by ensuring that hospitals and clinics can release records to those designated in writing. This matters when someone becomes incapacitated or when medical history is needed to make informed decisions about care, benefits, or estate administration. For families in Lakeland, having a clear authorization also reduces conflict among relatives by documenting the principal’s intent. Thoughtfully prepared authorizations can be limited in scope and duration to balance privacy with the practical need for access.
About Jay Johnson Law Firm and Our Approach to HIPAA Authorizations
Jay Johnson Law Firm assists individuals and families across Tennessee with estate planning and probate matters, including HIPAA authorizations that coordinate with broader plans. Our approach focuses on listening to client priorities, explaining legal options in clear terms, and drafting documents that address both privacy and practical access. We work with clients to determine who should receive authorization to view medical records and how those permissions should be limited by time or purpose. The goal is to produce documents that providers will accept and that family members can rely on when urgent decisions must be made.
Understanding HIPAA Authorizations and Their Role in Estate Planning
A HIPAA authorization is distinct from a power of attorney or a living will, though these documents often work together in a comprehensive plan. The authorization specifically permits the release of protected health information to named persons or entities and may be tailored to particular providers, record types, or timeframes. Knowing the difference between access to records and decision-making authority helps families craft a plan that meets both privacy concerns and the need for timely information. In Tennessee, complying with federal HIPAA rules while reflecting local administrative practices ensures the authorization will function when it is needed most.
When preparing HIPAA authorizations, it is important to identify who needs access and why, then limit the authorization accordingly. Broad, indefinite releases can introduce privacy risks, while overly narrow forms may prevent necessary information sharing during emergencies. Considerations include whether the authorization should remain effective during incapacity, whether it should cover mental health or substance abuse records, and how long access should last. Jay Johnson Law Firm helps clients weigh those choices and draft authorizations that are clear, legally compliant, and coordinated with powers of attorney and advance directives for a cohesive estate plan.
What a HIPAA Authorization Is and How It Works
A HIPAA authorization is a signed written document that permits a covered entity to disclose an individual’s protected health information to a designated recipient. The document must describe the information to be disclosed, name the recipient, and state the purpose of the disclosure with enough clarity to satisfy HIPAA requirements. It must also include an expiration date or event and warn of potential redisclosure if the recipient is not bound by federal privacy rules. For estate planning, this authorization ensures that the people responsible for handling medical or probate matters can access the necessary records without procedural delay.
Key Elements and Steps for Creating a Valid HIPAA Authorization
Drafting an effective HIPAA authorization involves including required elements such as the patient’s name, a clear description of the records, the recipient’s identity, the purpose of disclosure, and an expiration timeline. The document should state that the authorization is voluntary and include any specific revocation instructions. When preparing authorizations for estate planning, our process also reviews related documents like durable powers of attorney and medical directives to ensure consistency across the client’s plan. We confirm that language meets HIPAA standards and address any provider-specific requirements that might affect acceptance.
Key Terms and Glossary for HIPAA Authorizations
Understanding the common terms used in HIPAA authorizations makes it easier to complete forms and explain them to family members. Definitions clarify who is a covered entity, who can be an authorized recipient, and which categories of records may be included. This section provides plain-language explanations of recurring phrases you will see in authorization forms and in conversations with health care providers. Clear definitions help prevent misunderstandings and support the creation of documents that serve their intended legal and practical functions within estate planning and probate contexts.
Covered Entity
A covered entity generally refers to health plans, health care clearinghouses, and health care providers who transmit health information electronically. These are the organizations that must comply with HIPAA privacy rules and that are authorized to respond to valid HIPAA authorizations. When planning for record access, identifying the covered entities that hold relevant records helps ensure that authorizations are directed properly. Naming specific providers or institutions in the authorization reduces uncertainty and increases the likelihood that records will be released promptly when the authorization is presented.
Authorization Expiration
The expiration is the date or event that ends an authorization’s validity. Including a clear expiration prevents indefinite access and allows a person to limit how long others can view private records. For estate planning, clients may choose expirations tied to a specific date, completion of a legal matter, or the end of incapacity. Stating an expiration also clarifies record custodians’ responsibilities and provides guidance for family members. Revocation procedures should accompany expiration instructions so the principal understands how to end access earlier if their wishes change.
Protected Health Information (PHI)
Protected Health Information, or PHI, includes any individually identifiable health information held or transmitted by a covered entity, whether electronic, paper, or oral. PHI covers medical histories, test results, billing records, and treatment information. A HIPAA authorization should clearly describe which categories or specific records are included to avoid ambiguity. When PHI is carefully described, providers can respond more quickly, and the individuals receiving the records can be certain they have the information necessary for medical decision making, benefits administration, or probate matters.
Authorized Recipient
An authorized recipient is the person or organization named in the authorization who is permitted to receive the disclosed PHI. This can be a family member, attorney, health care agent, or institution. The authorization should identify recipients by name or by clearly defined role to reduce disputes and ensure providers know whom to contact. For estate and probate purposes, naming an attorney or personal representative along with family members can facilitate access for handling medical documentation, benefits claims, or estate administration while respecting the principal’s privacy choices.
Comparing Options: Limited Releases vs. Broader Authorizations
Choosing between a limited HIPAA release and a broader authorization depends on the individual’s priorities for privacy and the anticipated needs for record access. Limited releases specify particular providers, dates, or types of records, which strengthens privacy protections but may require additional paperwork if future access is needed. Broader authorizations reduce administrative steps by allowing a wider range of records to be released to designated individuals, but they also increase the scope of information that could be disclosed. Discussing expectations and likely scenarios helps clients balance privacy with practicality for estate planning and probate needs.
When a Limited HIPAA Authorization Is Appropriate:
Specific Records for a Defined Purpose
A limited authorization is often sufficient when only a narrow set of records is needed for a particular purpose, such as obtaining records for a single medical claim or for a discrete legal matter. By identifying the exact documents and the timeframe they cover, the authorization minimizes unnecessary disclosure while ensuring the recipient receives the necessary information. This approach can be helpful for clients who wish to preserve privacy while addressing a specific billing, benefits, or treatment issue without granting broader access to their entire medical history.
Temporary Need for Records
When access to records is only needed temporarily, a limited authorization that includes a clear expiration date prevents ongoing disclosure. Examples include obtaining records for an appeal, insurance claim, or to assist with a short-term medical decision. Setting a finite expiration helps maintain control over sensitive information and reassures principals that the release will not remain in effect indefinitely. It also provides health care providers with a straightforward instruction about the duration of the authorization and reduces the likelihood of future disputes over access.
Why a Coordinated, Comprehensive Approach Benefits Your Plan:
Multiple Documents Working Together
Comprehensive planning is sensible when HIPAA authorizations must be coordinated with powers of attorney, medical directives, and estate documents. When documents are prepared as a cohesive set, they are more likely to be consistent, reducing confusion among providers and family members during stressful times. Coordinated documents can specify when medical information should be shared, who will make decisions, and how estate matters will proceed. This integrated approach streamlines administration and supports the principal’s intentions across different legal and medical scenarios.
Complex Medical or Probate Circumstances
A comprehensive approach is often preferable for clients with complex medical histories, multiple providers, or anticipated probate issues that will require coordination of records and decision making. In these situations, carefully drafted authorizations and related documents help ensure that the right people have timely access to needed information, that sensitive areas such as mental health or substance abuse records are handled appropriately, and that estate administration proceeds with minimal delay. Thoughtful planning can reduce administrative burdens during times when prompt access is most important.
Benefits of Coordinated HIPAA Authorizations in an Estate Plan
Coordinating HIPAA authorizations with powers of attorney and advance directives improves clarity about who may access health records and under what circumstances. This reduces the risk of disputes when family members or agents need information for medical decisions, benefits claims, or estate administration. Coordinated documents also allow for consistent limits on disclosure and provide providers with clear, legally compliant instructions. These benefits together promote smoother transitions during incapacity and create a reliable record of the principal’s choices regarding privacy and information sharing.
A comprehensive plan also helps avoid delays in obtaining records that may be needed for treatment continuity, insurance appeals, or probate proceedings. When authorizations are specific and aligned with other estate documents, custodians of records can respond efficiently, minimizing administrative obstacles. Proper planning saves time and reduces stress for family members who may otherwise spend significant effort locating and obtaining necessary medical information. Clear authorizations support timely access and help ensure that the principal’s wishes are followed consistently across medical and legal contexts.
Improved Access and Coordination
One major benefit of a coordinated authorization and estate plan is improved access to records for authorized persons, enabling faster decision making. When documents name specific individuals or roles and align with related legal paperwork, hospitals and clinics can release records without prolonged verification. This coordination reduces the administrative back-and-forth that can delay care decisions or estate administration. It also aids family members and legal representatives by providing them with a clear path to obtain the information necessary to act on behalf of a loved one when circumstances require immediate attention.
Reduced Administrative Burden
Coordinated HIPAA authorizations decrease the administrative burden on families and legal representatives by minimizing repeated requests and clarifications with providers. With precise language and aligned documents, requests for records become more straightforward for covered entities, which can respond according to the authorization’s terms. This streamlines the process for obtaining billing, treatment, and diagnostic records necessary for claims, appeals, or probate. By reducing procedural obstacles, coordinated planning helps families focus on decision making rather than paperwork during challenging times.
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Pro Tips for Preparing HIPAA Authorizations
Be specific about records and recipients
When preparing a HIPAA authorization, specificity improves clarity and reduces the chance of records being withheld or misdirected. Identify the exact providers, date ranges, and types of records to be released to the named recipient. If the authorization is for estate or probate purposes, include the role the recipient plays, such as personal representative or attorney, so providers understand the context. Clear, narrowly tailored language often leads to fewer follow-up requests from health care providers and a smoother process for obtaining essential information.
Consider duration and revocation options
Coordinate authorizations with other estate documents
Align HIPAA authorizations with durable powers of attorney and advance medical directives to create a consistent estate plan that supports decision making and records access during incapacity or probate. Coordinated documents reduce conflicts by ensuring roles and permissions are clear across legal instruments. Address any sensitive categories of records, such as mental health or substance abuse treatment, so providers know whether those records should be included. This consistency helps family members, health care providers, and legal representatives act promptly in accordance with the principal’s documented preferences.
Reasons to Include HIPAA Authorizations in Your Estate Plan
Including HIPAA authorizations in an estate plan ensures that designated individuals can obtain medical records needed for decision making, claims, or probate. Without a valid authorization, family members or attorneys may face delays or denials when requesting information from hospitals and clinics. An authorization clarifies who is permitted to access records and for what purpose, reducing uncertainty for providers and loved ones. For residents of Lakeland, integrating these authorizations into a broader estate plan can streamline health-related administration and ease the burden on family members during difficult times.
A written authorization is also valuable for preserving continuity of care by making important medical history and treatment records available to those coordinating care or handling benefits. In probate matters, medical records may be necessary to resolve claims, support incapacity determinations, or document care decisions. Including a properly drafted authorization reduces the likelihood of administrative obstacles and supports timely resolution of medical and legal matters. Working with the Jay Johnson Law Firm helps ensure that language aligns with Tennessee and federal requirements so the authorization will be effective when presented to providers.
Common Situations Where a HIPAA Authorization Is Needed
HIPAA authorizations are commonly needed when a loved one becomes incapacitated, when an attorney must obtain records for probate or estate administration, or when family members need access for insurance or benefits claims. They are also helpful when transferring care between providers or coordinating treatment across multiple facilities. Having a pre-signed authorization reduces delay in obtaining essential records and avoids the need for emergency court orders. For many families in Lakeland, a clear authorization prevents confusion and helps ensure necessary information reaches the right people quickly.
Incapacity or Medical Emergency
When an individual becomes incapacitated or faces a medical emergency, authorized persons may need immediate access to diagnostic records, treatment histories, or medication lists. A HIPAA authorization allows hospitals and clinics to release that information to designated family members or legal representatives without protracted verification. This access can be vital for determining appropriate care and for communicating with treating providers. Including such authorizations within an estate plan ensures that, during a crisis, those responsible for decision making can obtain the information necessary to act promptly and responsibly.
Insurance and Benefits Claims
Insurance appeals and benefits claims often require detailed medical records to support requests or to document treatments. A HIPAA authorization enables authorized representatives to collect and submit relevant records on behalf of the insured or the estate. Without written permission, providers may be unable to release files, delaying claims and potential reimbursement. Preparing an authorization in advance makes gathering documentation for appeals or claims much more efficient and reduces the administrative burden during emotionally and financially stressful situations.
Probate and Estate Administration
During probate or estate administration, medical records may be needed to address claims, validate incapacity, or support decisions related to estate distribution. A HIPAA authorization that names the personal representative or attorney helps ensure timely access to records held by multiple providers. This access reduces delays in administering the estate and resolving disputes. Clear authorizations also help fiduciaries demonstrate they acted with appropriate information when handling sensitive matters related to health care and final affairs.
Lakeland HIPAA Authorization Services
Jay Johnson Law Firm serves clients in Lakeland and across Tennessee with drafting and reviewing HIPAA authorizations that work in concert with estate planning documents. We help identify who should be authorized to receive records, how long access should last, and whether sensitive categories of records require special handling. Our consultations focus on the client’s priorities so that authorizations reflect actual needs while complying with federal and state requirements. The goal is to provide clear, usable documents that simplify access to information when it matters most.
Why Choose Jay Johnson Law Firm for HIPAA Authorizations
Clients choose our firm because we provide practical, clear guidance on preparing HIPAA authorizations that align with their estate plans. We discuss the types of records that may need to be included, the appropriate recipients to name, and how to set reasonable timeframes and revocation instructions. Our drafting process seeks to minimize follow-up with providers by using precise wording that responds to common administrative practices. This proactive approach helps clients avoid delays and confusion when records are needed for care decisions or legal matters.
We also assist clients in coordinating authorizations with durable powers of attorney, advance directives, and wills to create a cohesive legal plan. This coordination reduces conflicts between documents and makes it clearer to health care providers and family members who should receive information and when. For individuals with multiple providers or complex medical histories, aligning these documents ensures that necessary records can be gathered efficiently, supporting continuity of care and streamlined probate processes when required.
Our firm provides clear explanations of the legal and practical implications of authorization choices, helping clients weigh privacy concerns against the need for access. We prepare authorizations that address sensitive records where appropriate, and we explain how to limit disclosures to relevant parties. By working with clients to anticipate likely scenarios, we help design authorizations that are both protective and functional, reducing the administrative hurdles that frequently arise when records must be obtained quickly for decision making or estate administration.
Ready to Arrange HIPAA Authorizations in Lakeland? Contact Us Today
How We Prepare HIPAA Authorizations at Jay Johnson Law Firm
Our process begins with a conversation to understand the client’s needs, medical history, and the context in which records may be needed. We review existing estate documents to ensure consistency and identify any potential conflicts. Next, we draft authorizations with clear descriptions of records, named recipients, and expiration events, including any special language required for sensitive categories of information. We then review the draft with the client, make adjustments as needed, and provide guidance on signing and distributing the document to ensure it will be accepted by relevant providers.
Step One: Information Gathering and Planning
In the initial step, we gather details about the client’s medical providers, anticipated needs for records, and any related legal instruments. This information helps us determine the appropriate scope and recipients for the authorization. We ask about potential scenarios such as incapacity, ongoing treatment, or probate needs so the document reflects realistic use cases. The planning stage ensures that the authorization is tailored to the client’s circumstances and coordinated with other estate planning documents to avoid ambiguity or conflicting instructions.
Identify Providers and Records Needed
We work with clients to list specific providers and types of records that are likely to be requested. Naming institutions and date ranges often reduces delays in obtaining records. This targeted approach helps ensure that the authorization is effective when presented to each record holder. By anticipating which records will be most relevant for medical decision making, insurance matters, or probate administration, the document can be structured to serve those practical needs while keeping disclosure limited to what is necessary.
Coordinate with Other Estate Documents
We review powers of attorney, advance directives, and wills to confirm consistency between documents and avoid contradictory instructions. Aligning roles and permissions across these instruments reduces confusion for family members and providers and supports smoother administration when records need to be obtained. This coordination also helps clarify whether an authorization should continue in effect during incapacity and how revocation should be handled, ensuring the estate plan functions as a cohesive whole.
Step Two: Drafting and Review
During drafting, we prepare authorization language that satisfies HIPAA requirements while reflecting the client’s preferences regarding scope, recipients, and duration. We include expiration and revocation instructions and address any categories of sensitive records that require separate handling. Drafts are reviewed with the client to ensure clarity and to confirm that the authorization aligns with their goals. We also discuss practical steps for presenting and validating the form with medical providers to increase the likelihood of acceptance when it is needed.
Draft Clear, Compliant Language
We craft language that identifies the patient, the records to be disclosed, the authorized recipient, and the purpose of the disclosure in a manner consistent with HIPAA standards. The draft also includes an expiration date or specified event and provides required statements such as the voluntary nature of the authorization. By using precise wording, the document helps avoid confusion at the provider level and makes it easier for staff to process requests without unnecessary delays or denials.
Client Review and Revisions
Once a draft is prepared, we review it with the client in detail, discussing each element and possible implications. Revisions are made to reflect specific preferences, to add clarity about recipients or record types, or to address any concerns about duration or revocation. This collaborative review ensures the final document aligns with the client’s intentions and is practical for the circumstances likely to arise, whether for care coordination, claims, or probate matters.
Step Three: Execution and Distribution
After finalizing the authorization, we advise clients on proper execution, including any required witness or notarization steps suggested by providers. We recommend safe storage and distribution practices, such as providing copies to named recipients and to primary providers, and keeping the original in a secure but accessible location. We also discuss how to revoke the authorization if the client’s preferences change and how to communicate those changes to providers and family members to prevent unintended disclosure.
Signing and Validating the Document
Proper signing of the authorization is important to ensure acceptance by health care facilities. We provide guidance on best practices for signing, including the presence of witnesses if recommended and confirming whether providers have any specific form requirements. Presenting a clear, properly executed authorization to the records custodian typically facilitates prompt release of requested information to the named recipients at the time it is needed.
Distributing Copies and Recordkeeping
Distributing copies to the authorized recipients and relevant providers reduces the need to locate and present the document in urgent situations. Keeping a record of who received copies and where the original is stored helps manage access and supports revocation if necessary. We advise clients on practical methods for secure distribution and for notifying family members or agents about the authorization so they understand their roles and responsibilities when records are requested.
Frequently Asked Questions About HIPAA Authorizations
What is a HIPAA authorization and why do I need one?
A HIPAA authorization is a written document that permits a covered entity to disclose an individual’s protected health information to a designated recipient for a specified purpose. It must identify the information to be released, name the recipient, state the purpose of the disclosure, and include an expiration date or event. Including these elements helps providers process requests and ensures that access is limited to what the individual intends to disclose.You may need an authorization when someone else must obtain medical records for treatment coordination, insurance claims, or estate administration. Having a valid authorization prepared in advance prevents delays and reduces administrative friction when records are needed quickly. It also documents the principal’s wishes about who should have access to sensitive medical information.
How is a HIPAA authorization different from a power of attorney?
A HIPAA authorization and a power of attorney serve different functions. The authorization specifically allows the release of protected health information to a named recipient, while a durable power of attorney grants decision-making authority to an agent to act on behalf of the principal. They can work together: a power of attorney may give someone authority to make health care or financial decisions, while a HIPAA authorization grants that person access to the medical records necessary to make informed choices.Because they serve complementary roles, it is often advisable to prepare both documents so agents and providers have clear legal authority and access to information when decisions must be made. Coordination between the two reduces uncertainty and supports timely action during incapacity.
Can I limit which records are released under a HIPAA authorization?
Yes. A HIPAA authorization can be narrowly tailored to identify particular providers, date ranges, or categories of records to be released. Specificity can help prevent unnecessary disclosure and limit access to only the records needed for the stated purpose. For example, you may authorize release of records from a single hospital stay or only those related to a particular condition or treatment period.Narrow authorizations are useful when privacy is a priority, but overly restrictive language can create barriers if additional information becomes necessary later. Discussing likely scenarios in advance will help determine the appropriate level of specificity while maintaining practical access where needed.
How long does a HIPAA authorization remain valid?
A HIPAA authorization remains valid for the period specified in the document or until it is revoked by the individual who signed it. Including an explicit expiration date or event clarifies how long the authorization should be honored and prevents indefinite access to records. Many people choose expirations tied to specific needs, such as the conclusion of a legal matter or a fixed time period after signing.If no expiration is stated, the authorization might be interpreted as valid until revoked, but health care providers may have their own policies about indefinite authorizations. Including a clear expiration reduces ambiguity for providers and recipients alike and helps maintain control over disclosure.
Can I revoke a HIPAA authorization once it is signed?
Yes, a person who signed a HIPAA authorization can revoke it at any time by submitting a written revocation to the covered entity, unless the authorization was relied upon for actions already taken. It is important to notify both the provider and any authorized recipients if you wish to end the authorization to prevent further disclosures. The revocation should be dated and specify the authorization being revoked so providers can update their records.Keep in mind that revocation does not retroactively undo disclosures already made under the authorization. If ongoing access is a concern, include revocation instructions and advise named recipients and providers about any revocation when it occurs to prevent unintended future releases.
Do providers always accept a HIPAA authorization from a family member?
Providers generally accept a properly executed HIPAA authorization from a family member only if that person is specifically named or has legal authority to receive records. Without a valid authorization or legal designation, providers may be limited in what they can disclose due to privacy obligations. Some providers also have institution-specific forms or identification requirements before releasing records to anyone other than the patient.Preparing an authorization that names individuals and clearly states their role can reduce refusals. If a provider has additional form requirements, we can help adapt the authorization language to meet those needs so records can be released without unnecessary delay.
Should I include sensitive records like mental health or substance abuse treatment?
Sensitive records such as mental health, psychotherapy notes, or substance abuse treatment records may require additional specificity or separate authorizations under federal rules. Because these categories receive special protection, explicitly addressing them in the authorization helps clarify whether and how they should be released. If you want to include such records, state so clearly in the authorization and consider any extra steps required by the provider.If privacy for these records is a priority, you may limit or exclude them from the general authorization and create a separate, narrowly tailored release only when necessary. Discussing the implications of including sensitive categories helps tailor the authorization to balance privacy with the need for critical information.
What should I do if a provider refuses to release records despite a signed authorization?
If a provider refuses to release records despite a signed HIPAA authorization, first confirm that the document meets HIPAA requirements and matches the provider’s policies. Check that required elements such as patient identification, recipient name, purpose, and expiration are included. If the authorization appears sufficient, ask the provider for a written explanation of the refusal so you know their specific concern.If issues persist, the next steps may include revising the authorization to address provider requirements or seeking assistance to resolve administrative obstacles. In some cases, contacting the provider’s privacy officer or consulting with legal counsel can help clarify compliance obligations and secure access to needed records for decision making or legal matters.
How do HIPAA authorizations interact with probate proceedings?
Medical records can be relevant to probate and estate administration for purposes such as validating incapacity, supporting claims, or documenting care-related expenses. A HIPAA authorization that names the personal representative or attorney facilitates access to those records without needing additional court orders. This can speed the probate process and help resolve disputes by ensuring the fiduciary has the information necessary to make informed decisions regarding the estate.When preparing documents for probate, coordinating the HIPAA authorization with estate filings and roles reduces confusion about who is authorized to obtain records. Clear authorizations also help estates gather documentation efficiently to support claims or defense of claims during administration.
Where should I store my HIPAA authorization and who should receive copies?
Store the original HIPAA authorization in a secure but accessible place, such as with other estate planning documents or in a locked file that trusted family members or the personal representative can access. Provide copies to named recipients, primary health care providers, and the attorney handling your estate to reduce the need to locate and reproduce the document under stress. Keeping a record of who has copies improves organization and supports effective administration.You should also inform named recipients and any agents under powers of attorney that the authorization exists and where copies are stored. This ensures that, in an emergency or during probate, authorized persons know how to present the document to providers to obtain records promptly.