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

To determine if the timing for requesting signed permission to access personal health services utilization records affects authorization or survey response rates.

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.

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).

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.