Under what circumstances must a document management specialist release patient records?

A document management specialist must release patient records when accompanied by a legally issued subpoena because this legal document compels the release of specific information and ensures that the request is backed by legal authority. A subpoena is issued by a court or other legal body and indicates that the information is required for a legal proceeding or investigation. In this context, complying with the subpoena is necessary to uphold the law while also respecting the protocols that govern the handling of sensitive medical information.

The other options do not meet the legal requirements for disclosing patient records. For instance, simply requesting records from a government agency does not guarantee that they have the appropriate legal authority to access that information unless accompanied by a subpoena or order. A written request from family members does not hold the same legal weight and may not fulfill the necessary conditions for access under privacy laws such as HIPAA (Health Insurance Portability and Accountability Act). The assertion that records must never be released contradicts the legal obligations that may arise under specific legal circumstances like a subpoena. Thus, a legally issued subpoena is the recognized circumstance that necessitates the release of patient records by a document management specialist.