What is a facility directory?

A facility directory is a record maintained by healthcare facilities, such as hospitals or nursing homes, providing basic information about patients admitted to or receiving treatment at the facility.

Understanding facility directories

A facility directory is a practical tool in healthcare settings, allowing hospitals and other medical facilities to manage inquiries about patients. It is typically used to assist visitors, clergy, and others in locating patients or contacting them while respecting patient privacy.

Information included

The facility directory may contain:

• Patient's name
• Room or location in the facility
• General condition (e.g., "stable," "critical," etc.)
• Religious affiliation (used only by clergy and not disclosed to general visitors)

Patients must be informed of what information is included in the directory.

See also: HIPAA Compliant Email: The Definitive Guide

How do facility directories work?

“The facility may provide the appropriate directory information – except for religious affiliation – to anyone who asks for the patient by name. Religious affiliation may be disclosed to members of the clergy, who are given additional access to directory information under the Rule,” says the HHS.

Patient rights and HIPAA rules

The Health Insurance Portability and Accountability Act (HIPAA) provides protections to ensure facility directories respect patient privacy:

• Patient consent: Patients must be informed about the directory and given the option to opt out entirely or restrict certain information.
• Emergency exceptions: In emergencies where consent cannot be obtained, facilities can include patients in the directory if doing so is in the patient’s best interest (e.g., unconscious patients).
• Opt-out choices: Patients can choose:
  • Not to be listed at all.
  • To exclude certain details (e.g., religious affiliation). 

Read also: 

• Facility directories and HIPAA
• What are patient rights under HIPAA?

FAQs

Can patients change their directory preferences after admission?

Yes, patients can update their preferences at any time, including opting out or modifying the information shared.

How does a facility directory handle patients with special privacy needs?

Patients who require additional privacy (e.g., those in protective custody, domestic violence survivors, or celebrities) can request to opt out of the directory or impose strict limitations on the information shared.

How are facility directories managed in outpatient settings?

Outpatient facilities, like clinics or urgent care centers, typically do not maintain formal facility directories. Instead, information about patients is managed on a case-by-case basis, usually requiring explicit consent for sharing any details.