As many in the industry know, navigating death claims and record retrieval is difficult and time consuming.  HIPAA remains in place even after a death, but the deceased can no longer sign for the release of their records.  This often prompts requests from facilities for additional information from the person who has signed the authorization and often questions what authority they have to do so.  We have found the following documents can be acceptable, though each facility is different with their requirements:

  • Executor Documents – This is the golden ticket accepted across the board
  • Next of Kin Affidavit – Many facilities will take this in lieu of Executor Documents.  It is a simple form that just needs to be notarized and is often easier for the Beneficiary to obtain than Executor Documents.
  • POA Paperwork – These expire on death, so they are less accepted by facilities as documentation authorizing the Beneficiaries signature, but are accepted for record collection by some sources.

The biggest way our clients can help – Be sure to always include the best quality death certificate available.  Depending on the relationship of the person listed, the informant on the death certificate, and facility, the certificate alone may provide enough verification of authority for some facilities to allow us to collect the record.

At RSB, we are proud of offer our services in contacting Beneficiaries for additional documents.  Our staff are trained to navigate this process and are skilled at handling these sensitive situations and we work closely with our clients to keep them informed of our contacts.  Our goal is always to get the request pushed through with what we have on hand and do all that we can to prevent sending a grieving Beneficiary through additional processes with the probate court.  If preferred, we will also supply additional documents to our clients to work with the Beneficiary to complete. Whatever your needs, RSB is ready, willing, and able to assist with the fastest collection of records for your death claims processing.


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