Important Policy Updates: Document Pick-Up & TAP Forms

To protect patient privacy, ensure confidentiality, and streamline administrative processes, our office has updated several key policies. Please review the details below.

Verification for Medical Document Pick-Up Applies to all pre-printed requisitions (e.g., blood work, X-rays)

  • Photo ID Required: All patients retrieving medical documents at the front desk must present valid photo ID to verify their identity.

  • Third-Party Pick-Up: If you wish to authorize someone else to collect medical documents on your behalf, you must send us written consent via email prior to their arrival, specifying the name of your designated person.

  • 2-Month Pick-Up Window: Printed requisitions will not be stored indefinitely. Please collect your documents within 2 months of their print date. Uncollected documents will be confidentially shredded.

Requests to Fax Medical Records & Requisitions

  • Facility-to-Facility Only: We will only fax medical documentation (such as blood work or X-ray requisitions) directly upon the formal request of the receiving medical clinic or Island Health facility.

  • No Direct Patient Phone Requests: To protect patient privacy and prevent errors, we cannot accept verbal requests over the phone from patients or third parties asking us to fax documents to unverified numbers.

Travel Assistance Program (TAP) Forms

  • Clinic-Generated Orders Only: TAP forms can only be issued for visits or testing ordered directly by our clinic. If a specialist or external provider ordered the travel-requiring care, they must issue the TAP form—our office cannot legally issue one for external orders.

  • Dr. Hughes Credentials Notice: TAP forms under Dr. Hughes’ credentials will only be issued for services ordered prior to September 29th. Proof of a valid appointment or requisition bearing his name and a pre-retirement date is required before issuance.

  • Covering Physicians & Locums: For orders placed through our office by Pat Peterson, NP or covering Locums, TAP forms will be issued under their credentials, subject to the same appointment proof requirements.

  • Required Proof of Appointment:

    • Specialist Appointments / Surgeries: Patients must present an appointment card or confirmation email from a specialist’s office or hospital booking department.

    • Specialty Services (Blood Work / X-Rays): Patients must present the physical requisition they intend to fulfill at the hospital.

Thank You for Your Cooperation

We appreciate your understanding as we implement these measures to protect your personal health information. If you have any questions or concerns, please do not hesitate to reach out to us by email.