If for some reason the sponsor's medical record is not present at the time of out-processing, give the individual a

• A. The clinic that originally transferred the record
• B. The patient
• C. Outpatient records personnel
• D. Letter of non-availability

Answer: (D)

When a sponsor’s medical record isn’t available at out-processing, the proper action is to provide a formal notice to the individual that the record is not available. This Letter of non-availability officially documents the situation, informs the sponsor why the record can’t be processed now, and outlines the next steps to obtain the record or arrange an alternative, helping avoid delays and keeping the packet complete and compliant. Simply routing the person back to the clinic or to outpatient records personnel wouldn’t give them an official, written notice of the non-availability, and giving the record to the patient isn’t possible when the record isn’t present. The letter serves as the proper administrative communication that protects both the individual and the processing workflow.