Remove or update an authorized person

Best first step: Decide whether you want to remove the person completely, change what they can access, update their contact information, or add limits to what can be shared with them.

• Adult patients can usually ask to remove or update an authorized person connected to their care.
• Changes may affect portal access, caregiver access, communication permissions, proxy settings, and who can receive information.
• Some changes require identity verification, patient approval, legal documentation, or a signed release update.
• Removing access does not erase past records, past messages, or information already shared.
• Support people may still share concerns with Silent Hill Health even if they are no longer authorized to receive information.
• If the access issue involves safety, coercion, abuse, immediate danger, or an urgent care need, contact staff or emergency support right away.

Access type	What may change
Portal or proxy access	View, message, scheduling, forms, test results, medication information, or dependent access may be updated or removed.
Care communication	Staff may no longer be able to discuss appointments, care plans, discharge instructions, or medication details with that person.
Support-person status	A person may be removed from care conferences, discharge planning, visitor exceptions, or support-person routing.
Emergency or alternate contact	Contact information may be corrected, replaced, or removed depending on the record type.
Release of information	The patient may update what information can be shared, with whom, and for how long.

• An adult patient can usually request updates to their own authorized people.
• A parent or legal guardian may request updates for a child or dependent when permitted by law and policy.
• A legal representative may need to provide documentation before changes can be made.
• An authorized person may be able to update their own contact information, but may not be able to change the patient’s permission choices.
• A care team may request verification if access appears outdated, unclear, unsafe, or inconsistent with the patient’s current wishes.

• Check whether the person has portal access, proxy access, or caregiver access.
• Check whether the person is listed as an emergency contact, support person, guarantor, visitor contact, or release recipient.
• Decide whether access should be removed completely or changed to limited access.
• Confirm whether the patient needs the change to apply to Brookhaven, Alchemilla, or all Silent Hill Health services.
• Gather identifying information for the patient and the authorized person.
• Ask whether legal documents are needed for children, dependents, guardianship, or representative authority.

1. Identify the patient record the access is connected to.
2. Identify the person whose access should be updated or removed.
3. Explain what should change.
4. Specify whether the change should affect portal access, caregiver access, proxy access, communication permissions, visitor support, or release of information.
5. Provide contact information for follow-up questions.
6. Complete any required identity verification or authorization forms.
7. Ask when the change will take effect and whether any other records need separate updates.

After the change	What it may mean
Portal access removed	The person may no longer see portal information or act through the patient’s portal access.
Communication permission removed	Staff may no longer be able to discuss care details with that person.
Support-person status changed	The person may no longer be included in care conferences, discharge planning, or visitor exceptions.
Emergency contact updated	A new contact may be used for future outreach, depending on the record type and care setting.
Authorization limited	The person may only receive certain information or help with certain tasks.

Important: Removing access does not erase past portal activity, prior messages, previous disclosures, old visit records, historical caregiver activity, or copies of information already shared outside Silent Hill Health.

• Past messages or portal actions may remain in the record.
• Prior disclosures may still be documented.
• Historical records may still show who had access at that time.
• Billing or guarantor records may require separate updates.
• Legal or dependent access may require separate review.
• Information already downloaded, printed, or shared cannot always be recalled.

• Parent or guardian access may require verification.
• Some adolescent or dependent records may have special privacy limits.
• Legal representatives may need to provide current documentation.
• Custody or guardianship changes may require records review.
• Some access may be limited even when a person is still legally involved.
• Adult patients may need to authorize access again once they can make their own access decisions.

• Authorized access does not always include every note, message, result, medication detail, or safety-plan item.
• Support people may be able to help with care while still having limited record access.
• Brookhaven may limit access to behavioral health information when required.
• Removing an authorized person may not remove them from every historical record.
• If safety is involved, staff may still accept concerns from someone who is no longer authorized to receive information.

Do not wait for a routine access request, portal reply, or records review if the issue involves immediate safety, abuse, coercion, stalking, unauthorized access during an emergency, or someone using access to interfere with care.

• If you are at Brookhaven or Alchemilla, tell reception, registration, security, or the care team immediately.
• If someone may harm themselves or someone else, use crisis or emergency support.
• If there is a medical emergency, use emergency services or Alchemilla Emergency Services.
• If you believe portal access is being misused, ask for immediate account or privacy review.
• If there is a safety concern at home, contact appropriate crisis, emergency, or protective support.