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Administrative (Non-Clinical) Policy
This administrative policy applies to the operations and staff of the University of Wisconsin Hospitals and
Clinics Authority (UWHCA) as integrated effective July 1, 2015, including the legacy operations and
staff of University of Wisconsin Hospital and Clinics (UWHC) and University of Wisconsin Medical
Policy Title: Notification to Health Link and Patient Business Services
Department Regarding Deceased Patients
Policy Number: 6.46
Effective Date: July 1, 2016
Chapter: Health Information Management
This policy and procedure establishes a consistent mechanism to ensure patient records are accurately
marked in Health Link (Epic) when patients are presumed or known to be deceased, and defines
responsibilities for marking such records.
Accurate marking of patient records allows for matters related to communications about upcoming
appointments and processing of outstanding account balances to be handled professionally in a manner
which shows respect and empathy for survivors of deceased patients.
A. All Staff
1. If staff become aware of deceased patients (via obituaries, news stories, or interactions
with family members, skilled nursing facilities, law enforcement, coroners/medical
examiners, etc.), such staff should forward the deceased patients’ names and identifying
information using the Health Link Deceased Patient Notification form available via U-
Connect or the hyperlink on the Health Link front page.
2. IMPORTANT NOTE: Staff may obtain the patient’s name, MRN, DOB by looking up
the patient in Health Link using the patient select function to verify if the individual was
a UW Health patient. Information that is available on that initial screen includes the
patient’s name, MRN, Birth Date, Age, Sex, and Address which is enough information to
fill out the notification form.
B. Special Billing Services (SBS) Staff
1. For each deceased patient for whom the Deceased Patient Notification is received, SBS
a. Update the appropriate patient’s status in Health Link. SBS will update the
“Patient Status” and “Date of Death” fields; these updates trigger cancellation of
scheduled upcoming appointments.
b. Send notification to the appropriate patient’s Primary Care Provider (PCP) if
c. Work with applicable parties to settle any outstanding account balances, pursuant
to SBS’s workflow.
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Sr. Management Sponsor: VP, Revenue Cycle
Author: UW Health Director of Health Information Management; UW Health Privacy Officer
Approval Committee(s): Medical Record Committee, UW Health Administrative Policy and Procedure
President, University of Wisconsin Hospitals
Chief of Clinical Operations
Previous revision: 072013
Next revision: 072019