The effect of timing when seeking permission to access personal health services utilization records

PURPOSE: To determine if the timing for requesting signed permission to access personal health services utilization records affects authorization or survey response rates. METHODS: A screening question about in-principle willingness to permit access to personal health services utilization records was included in a mail-based survey of two Australian female samples (n = 292). Half of the surveys for each sample also included a separate form to be signed to approve access. For the other half the form was not included, but an authorization form was sent subsequently. RESULTS: Around 30% of participants signed the authorization form and there was no significant difference between the randomized groups [ relative risk (RR) = 0.95, 95% confidence interval (CI) = 0.72-1.25). However, the response rate to the postal survey was significantly higher for the group who received the form after returning the questionnaire (60% compared to 46%; RR = 1.31, 95% CI = 1.06-1.62). CONCLUSIONS: A two-staged approach, with a time lag between seeking in principle permission to access personal health services utilization records and requesting signed authorization, does not affect authorization rates. In addition, it results in a significantly higher survey response rate than if an authorization form is included with the survey.