Help with Act for a Family Member

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Act for a Family Member is a feature by which caregivers are granted permission to access medical records and use certain other kp.org services on behalf of Kaiser Permanente members they’re caring for.

Actions that may be taken by caregivers with permission may include, but aren’t limited to, the following:

  • Scheduling appointments such as in-person or video visits
  • Messaging doctors and other care team members
  • Viewing test results, immunizations, health summaries, and other parts of the member’s medical records
  • Managing prescriptions

NOTES:

  • Using kp.org on behalf of a Kaiser Permanente member requires that the caregiver register for their own account on kp.org.
  • Services and information available to caregivers may vary based on the ages and needs of the members they’re caring for.
  • Privacy laws governing each U.S. state apply to dependents in the state where they live.
  • In Northern California, making appointments for others is built into kp.org accounts and doesn’t need special Act for a Family Member permissions.
  • The term “proxy” may be used in referring to caregivers who have Act for a Family Member permissions.

Caregivers who are set up in Act for a Family Member as “proxies” can use certain kp.org features on behalf of Kaiser Permanente members they’re caring for. They don’t need to be Kaiser Permanente members with active health coverage or be biologically related to those they’re caring for.

However, they must meet the following requirements:

  • Be at least 18 years old (except in Hawaii, where parents under the age of 18 are allowed to act on their child’s behalf)
  • Have their own kp.org account
  • NOT be a staff member of a skilled nursing or other caregiving facility

NOTES:

NOTE: These instructions assume the caregiver has already registered for their own account on kp.org.

To use kp.org on behalf of your child or teen (that is, dependents under 18 years of age)

  1. Start by signing in to kp.org and then go to Act for a Family Member. (You can also find it in your Profile & Preferences on kp.org, located under My Account.)
  2. You’ll need your dependent’s full name, date of birth, and Medical Record number.
  3. Under People you're taking care of, select Add a child/teen to your family list and follow the instructions.

If you live separately from your child or teen:
We’ll need to verify your identity.

  1. We’ll mail a security code to your dependent’s home address, along with instructions on what your dependent needs to do next.
  2. When your dependent has given you the security code, go to Act for a Family Member and enter the code, and then you’ll be granted the permission you need.

To set up your caregiver permission in person

Go to a Kaiser Permanente medical facility, where the Member Services staff can help you. Be sure to bring:

  • Your photo ID
  • Your child’s Kaiser Permanente Medical Record number
  • Legal documents to support your relationship with the dependent if you are not the child’s biological parent

NOTE: These instructions assume the caregiver has already registered for their own account on kp.org.

To use kp.org on behalf of an adult member

  1. Sign in to kp.org and go to Act for a Family Member. (You can also find it in your Profile & Preferences on kp.org, located under My Account.)
  2. Under People you're taking care of, select Add an adult to your family list. When you do so, you'll see a set of instructions for the adult member.
  3. Give the adult member those instructions, along with your full name, date of birth, and kp.org user ID so they can add you to their family list. (Do not give them your kp.org password.)
  4. After the adult member has added you as their caregiver, you can then see their name listed under People you’re taking care of.

You now have legal permission to view medical records and use certain kp.org features on behalf of the adult member.

To request caregiver access in person

Go to a Kaiser Permanente medical facility with the adult member you’re caring for, where the Member Services staff can add you as their caregiver. The adult you’re caring for will need to bring their:

  • Photo ID
  • Kaiser Permanente ID card (for their Medical Record number)

NOTE: These instructions assume the caregiver has already registered for their own account on kp.org.

To give a caregiver permission to use kp.org on your behalf

You’ll need your caregiver’s full name, date of birth, and kp.org user ID. (You do not need their kp.org password or medical record number.)

  1. Sign in to kp.org and go to Act for a Family Member. (You can also find it in your Profile & Preferences on kp.org, located under My Account.)
  2. Under Your caregivers, select Add a caregiver for yourself and follow the instructions.

NOTE: When you add your caregiver, be sure to review the medical records you’ll be sharing with them so you know what personal health information won’t be private anymore.

NOTE: These instructions assume the caregiver has already registered for their own account on kp.org.

To renew your caregiver permissions

Start by signing in to kp.org and then go to Act for a Family Member. (You can also find it in your Profile & Preferences on kp.org, located under My Account.)

If you HAVE active health care coverage through Kaiser Permanente:

  • Find the person in your family list that you’ve been caring for and select View profile.
  • On the family member’s profile page, select Renew authorization.

If you DON’T HAVE active health care coverage through Kaiser Permanente:

  • Under People you're taking care of, select either Add a child/teen to your family list or Add an adult to your family list.
  • Follow the instructions provided.

NOTE: These instructions assume the caregiver has already registered for their own account on kp.org.

There are two ways you can become a caregiver for your child or teen (that is, your dependent under 18 years of age) if you don’t have active health coverage through Kaiser Permanente:

If your dependent already has a caregiver, you can ask that caregiver to add you as a caregiver:

  1. Sign in to kp.org and go to Act for a Family Member. (You can also find it in your Profile & Preferences on kp.org, located under My Account.)
  2. Under People you're taking care of, select Add a child/teen to your family list.
  3. You’ll get instructions on how one of your dependent's adult family members can add you (or renew your permissions) as a caregiver.

To request caregiver access in person

Go to a Kaiser Permanente medical facility, where the staff can help you. Be sure to bring:

  • Your photo ID
  • Your child’s Kaiser Permanente Medical Record number
  • Legal documents to support your relationship with the dependent if you are not the child’s biological parent

NOTE: These instructions assume the caregiver has already registered for their own account on kp.org.

Once you’re authorized as a family member’s caregiver (also known as a “proxy”), you can use kp.org to help manage their care.

To act for a family member:

  1. Sign in to your kp.org account.
  2. Go to the feature you want to use (such as scheduling an appointment, reviewing test results, or refilling a prescription).
  3. Expand the list that has your name and the names of the family members you have permission to act as a caregiver for.
  4. Choose a name. Whichever name you choose, you will see their health information and be able to use kp.org on their behalf (including yourself).

NOTES:

  • The services and health information a caregiver can access on behalf of a Kaiser Permanente member depends on the age and needs of that individual, as well as privacy laws governing the U.S state in which they live.
  • If you don’t find a specific family member’s name in your list menu, you probably still need to set up or finish setting up your permissions as their caregiver. Go to Act for a Family Member to complete this process.

NOTE: These instructions assume the caregiver has already registered for their own account on kp.org.

To add a child or teen (that is, a dependent under 18 years of age) to your family list

You’ll need your dependent’s full name, date of birth, and Medical Record number.

  1. Sign in to kp.org and go to Act for a Family Member. (You can also find it in your Profile & Preferences on kp.org, located under My Account.)
  2. Under People you're taking care of, select Add a child/teen to your family list and follow the instructions.

If you live separately from your child or teen:
We’ll need to verify your identity.

  1. We’ll mail a security code to your dependent’s home address, along with instructions on what your dependent needs to do next.
  2. When your dependent has given you the security code, register for a kp.org account if you haven’t already.
  3. Then go to Act for a Family Member and enter the code, and you’ll be able to add your dependent to your family list.

If you prefer to add your dependent to your family list in person:
Go to a Kaiser Permanente medical facility, where the Member Services staff can help you. Be sure to bring:

  • Your photo ID
  • Your child’s Kaiser Permanente Medical Record number
  • Legal documents to support your relationship with the dependent if you are not the child’s biological parent

NOTE: These instructions assume the caregiver has already registered for their own account on kp.org.

As used here, "diminished capacity" means that a person has a physical or intellectual impairment and is unable to consent for you to act on their behalf.

In this circumstance, contact Member Services at your local facility for help setting yourself up as a caregiver. Member Services will process your request and may ask for additional documentation, such as proof of legal guardianship or health care power of attorney.

NOTE: These instructions assume the caregiver has already registered for their own account on kp.org.

To remove a person you’re caring for from your family list

Start by signing in to kp.org and then go to Act for a Family Member. (You can also find it in your Profile & Preferences on kp.org, located under My Account.)

  1. Under People you’re taking care of, find the name of the family member you’d like to remove.
  2. Beneath their name, select View profile.
  3. On that family member’s profile page, select Remove this person from your family list.

Someone may be missing from your family list because:

  • Your family member may not be covered under a Kaiser Permanente plan anymore.
  • Your state set a time limit on permission to share records, and your permission to view your family member's records has expired.

To renew your caregiver permissions

  1. Sign in to kp.org and then go to Act for a Family Member. (You can also find it in your Profile & Preferences on kp.org, located under My Account.)
  2. Find the person in your family list that you’ve been caring for and select View profile.
  3. On the family member’s profile page, select Renew authorization.

We use our health plan and address records to help protect your family’s privacy. If your address doesn’t match the address of the child you’re adding to your family list, one way we can verify your identity is with a security code.

Sometimes, small differences count. If your child’s address was entered with a slightly different spelling or abbreviation from yours, our computer system may recognize them as two different addresses.

If your child doesn’t have a kp.org account
Please contact Member Services by phone or chat to update your family’s address.

If your teen has a kp.org account
You and your teen should both update your addresses in your kp.org accounts so that they match.

  1. Sign in to kp.org and go to Profile and Preferences. Go to Personal information and update your Mailing address. Ask your teen to do the same.
  2. When the change has been completed, we’ll notify you in your kp.org account’s Message Center. This typically takes 2 to 3 days.
  3. After the addresses have been updated to match, try setting up Act for a Family Member again.

NOTE: These instructions assume the caregiver has already registered for their own account on kp.org.

To remove your caregiver from your family list

  1. Sign in to kp.org and go to Act for a Family Member. (You can also find it in your Profile & Preferences on kp.org, located under My Account.)
  2. Under Your caregivers, find the name of the family member you’d like to remove.
  3. Beneath their name, select View profile.
  4. On that family member’s profile page, select Remove this person from your family list.

NOTE: These instructions assume the caregiver has already registered for their own account on kp.org.

If your security code has expired:

  1. Sign in to kp.org and go to Act for a Family Member. (You can also find it in your Profile & Preferences on kp.org, located under My Account.)
  2. Under People you’re taking care of, find your child's name and select Request new code.

We'll mail a new code to your child's home address.

To request caregiver access in person:

Go to a Kaiser Permanente medical facility, where the Member Services staff can help you. Be sure to bring:

  • Your photo ID
  • Your child’s Kaiser Permanente Medical Record number
  • Legal documents to support your relationship with the dependent if you are not the child’s biological parent

You can become a caregiver for any adult, as long as that person is at least 18 years old and has a Kaiser Permanente medical record number.

To be a caregiver, you must:

  • Be at least 18 years old
  • Have a kp.org account
  • Live in the same region as the adult you’re caring for

To use kp.org on behalf of another adult
The adult you’re caring for will need to give Kaiser Permanente legal permission to add you as their caregiver.

  1. Sign in to kp.org and go to Act for a Family Member. (You can also find it in your Profile & Preferences on kp.org, located under My Account.)
  2. Under People you're taking care of, select Add an adult to your family list. When you do so, you'll see a set of instructions for the person you’re caring for.
  3. Give the person those instructions, along with your full name, date of birth, and kp.org user ID so they can add you as their caregiver.
  4. After the person has added you as their caregiver, you can then see their name listed under People you’re taking care of.

NOTE: These instructions assume the caregiver has already registered for their own account on kp.org.

The services and health information a caregiver can access on behalf of a Kaiser Permanente member depends on the age and needs of that individual, as well as privacy laws governing the U.S states in which they live.

  • If you’re caring for a child or adult Kaiser Permanente member, you can access most of their health information and services on kp.org.
  • Teens are entitled to additional privacy. Once a child reaches a certain age — usually 12, 13, or 14, depending on the state in which the teen lives — a caregiver will have access to the teen’s health records and services only as permitted under state laws.

To review what’s available to you as a caregiver for a specific family member

  1. Sign in to kp.org and go to Act for a Family Member. (You can also find it in your Profile & Preferences on kp.org, located under My Account.)
  2. Under People you're taking care of, look for the names of the family members you’re authorized to use kp.org on behalf of.
  3. For each family member’s name, select View profile to review the services and health information you can use to help manage their care.

When your medical records or those of the people you care for are updated, you will be notified by email. For example, you’ll be notified of any new test results or updates made by the ordering physicians.

NOTE: These instructions assume the caregiver has already registered for their own account on kp.org.

Under state laws, once a child reaches age 14, certain personal health information will be made confidential between the teen and their health care team. This privacy is designed to encourage teens to discuss sensitive health issues with their doctor and get the care they need. It also means that some information can't be automatically shared with their caregivers (including parents and legal guardians).

For this reason, Kaiser Permanente can’t offer a way for teens to allow their caregivers to view all of their online health records on kp.org. However, as a caregiver for your teen, you will still have access to some of their health information on kp.org. Also, as allowed by state law, Kaiser Permanente may be able to provide hard copies of your teen’s records at the facility where they get care.

To review specifically what you can do on behalf of your teen

  1. Sign in to kp.org and go to Act for a Family Member. (You can also find it in your Profile & Preferences on kp.org, located under My Account.)
  2. Under People you’re taking care of, find the name of your child. Beneath their name, select View profile.
  3. Review the Services and information available to caregivers of teens.

If your child is 14 years of age or older, they can register for a kp.org account.

Children under 14 aren’t allowed to register for an account. However, parents or caregivers can use kp.org to manage their child’s care by adding them to their family list.

Parents and other caregivers are only allowed to view a teen’s health information as permitted under state laws. Therefore, Kaiser Permanente can’t offer a way for teens to allow their caregivers to view more information than is permitted by the state.

If you’re already a caregiver for your child on kp.org, you’ll still be their caregiver when the child becomes a teenager. Please note:

  1. When caring for a child with active Kaiser Permanente coverage, you can access most of their health information and services on kp.org.
  2. Teens, however, are legally entitled to additional privacy protections.

Once a child reaches age 14, a caregiver will have access to the teen’s health information and services on kp.org only as permitted under state law.

Again, only as allowed by state law, Kaiser Permanente may be able to provide hard copies of your teen’s records at the facility where they get care.

To review specifically what you can do on behalf of your teen

  1. Sign in to kp.org and go to Act for a Family Member. (You can also find it in your Profile & Preferences on kp.org, located under My Account.)
  2. Under People you’re taking care of, find the name of your child. Beneath their name, select View profile.
  3. Review the Services and information available to caregivers of teens.

To establish or re-establish your caregiver access on kp.org

  1. Sign in to kp.org and go to Act for a Family Member. (You can also find it in your Profile & Preferences on kp.org, located under My Account.)
  2. Under People you're taking care of, select Add a child/teen to your family list.