Add an authorized support person

Best first step: If the patient is currently at Brookhaven, ask the assigned nurse, social worker, case manager, or unit desk how to add or update an authorized support person.

• The patient usually chooses who may be involved in their care or updates.
• A support person may help with discharge planning, transportation, medication pickup, safety planning, appointments, or communication.
• Support-person authorization is not always the same as proxy portal access, visitor approval, emergency contact status, or legal authority.
• Brookhaven may still limit information because of behavioral health privacy, substance-use privacy, teen or dependent privacy, safety review, or patient preference.
• Legal representatives may need to provide documentation before Brookhaven can treat them as authorized decision-makers.
• Use unit staff for urgent inpatient needs; use the portal or support request only for nonurgent access changes.

Plain-language meaning: the support person may be someone Brookhaven can contact, include in planning, or receive limited information from or about, depending on the patient’s permission and applicable privacy rules.

A support person may be able to	A support person may not automatically be able to
Receive limited updates approved by the patient.	Access the full medical record or all Brookhaven notes.
Help with discharge planning, transportation, medication pickup, or follow-up scheduling.	Make decisions for the patient without legal authority.
Attend a family meeting or care conference when approved.	Join every care conversation or private clinical review.
Share helpful information with the care team.	Receive information back if the patient has not authorized it.
Help the patient understand instructions when allowed.	Override the patient’s privacy preference, visitor restriction, or safety plan.

• An adult patient may ask Brookhaven to add, update, limit, or remove a support person.
• A parent or guardian may be involved for a child or dependent when allowed by law and Brookhaven policy.
• A legal representative may need to provide documentation before receiving information or making decisions.
• A support person may share concerns with Brookhaven even when Brookhaven cannot share details back.
• Brookhaven may decline or limit access if safety, privacy, abuse, coercion, or confidentiality concerns apply.

1. Tell Brookhaven who you want to add and why they are involved.
2. Confirm what they may receive: contact only, visitor approval, discharge planning, medication planning, portal proxy access, records access, or legal decision-making.
3. Provide the person’s full name, relationship, phone number, and preferred contact method.
4. Complete any required authorization, proxy, release, or representative form.
5. Provide legal documentation if the person is a guardian, power of attorney, conservator, or other legal representative.
6. Ask how long the authorization lasts and how to update or remove it later.

• Patient full name and date of birth.
• Support person full name and relationship to the patient.
• Support person phone number and email, if needed.
• What information the patient wants shared.
• What the support person helps with.
• Whether the person may visit, receive calls, join meetings, or receive discharge instructions.
• Whether the person should have portal proxy access or records access.
• Any legal documents, if the person has decision-making authority.

Role	What it usually means
Support person	Someone the patient wants involved in certain parts of communication, planning, or support.
Visitor	Someone approved to visit under Brookhaven visitor rules. Visitor approval does not automatically include information-sharing access.
Emergency contact	Someone Brookhaven may contact in certain urgent or notification situations. This does not always mean ongoing access to care details.
Proxy portal user	Someone approved to access some portal information. Brookhaven behavioral health information may still have limits.
Legal representative	Someone with legal authority to act for the patient. Brookhaven may need documentation and may still apply safety or privacy exceptions.

Important: Adding a support person does not erase Brookhaven confidentiality rules. Ask what information can be shared, what cannot be shared, and whether a separate proxy or records authorization is needed.

• Ask whether the support person may receive phone updates.
• Ask whether the support person may visit.
• Ask whether the support person can join a family meeting or care conference.
• Ask whether the support person can help with medication pickup, transportation, or discharge planning.
• Ask whether observation level, unit rules, or patient preference limits contact.
• Ask how staff will document the authorization.

• Ask whether support-person access ends at discharge or continues afterward.
• Ask whether the support person may receive discharge instructions.
• Ask whether proxy access is needed for portal information.
• Ask whether medication, appointment, or records access requires a separate form.
• Ask who the support person should contact after discharge if there are questions.

• Ask staff how to update the person’s name, phone number, or access type.
• Ask whether the change applies to calls, visits, discharge planning, portal access, or records access.
• Ask whether a new authorization form is required.
• Ask whether old access is removed immediately or after staff review.
• Tell staff immediately if the support person should not visit or receive updates.

Do not wait for a portal reply if the support-person request affects immediate safety, same-day discharge, transportation today, medication pickup today, or a patient who feels unsafe.

• If the patient is on the unit, ask the assigned nurse, unit desk, social worker, case manager, or nearest staff member.
• If you are at Brookhaven, ask Reception how to reach the correct unit or staff contact.
• If there is immediate danger and the patient is not on campus, use emergency services.