A HIPAA Authorization is a legal document that allows health care providers to share protected health information with designated individuals. For Foresthill residents planning for the future, adding a HIPAA Authorization to your estate planning portfolio ensures that family members, trusted friends, or designated agents can obtain medical information when needed. This form works alongside other estate planning documents like a revocable living trust, last will and testament, and powers of attorney to create a full picture of your legal and medical decision framework. We can help you choose the right scope and duration for the authorization so your wishes are clear and accessible when care decisions are being made.
Including a HIPAA Authorization in your estate plan protects your privacy while also allowing essential communication with caregivers and family members in moments of medical need. Without this document, privacy rules may prevent doctors and hospitals from speaking to those you would want informed. For many families, the HIPAA Authorization is the bridge between medical care and legal planning, ensuring that those you trust can obtain records, coordinate care, and carry out your health-related directions. This document is especially helpful for individuals with chronic conditions, complex care needs, or those who want a seamless transfer of information during hospital stays or emergencies.
A properly drafted HIPAA Authorization gives you control over who can access your medical information and under what circumstances, reducing confusion and delay during emergencies. It clarifies communication channels between providers and designated individuals, which can speed up decision-making and improve continuity of care. The form can be tailored to cover all health information or limited to specific records, time frames, and recipients, offering flexibility for a wide range of personal situations. Additionally, pairing it with documents like an advance health care directive and medical power of attorney creates a coordinated plan so healthcare providers, family, and legal representatives all have consistent direction.
The Law Offices of Robert P. Bergman assists clients across California with estate planning matters, including HIPAA Authorizations tailored to each individual’s circumstances. We prioritize clear communication, careful document preparation, and practical guidance so clients understand how each document interacts with others in a comprehensive estate plan. Our work is grounded in state law and patient privacy regulations, and we focus on making sure your authorization is enforceable, appropriately limited or broad, and aligned with your healthcare and family objectives. We also help with related documents such as revocable living trusts, pour-over wills, and healthcare directives so your plan functions smoothly when it is needed most.
A HIPAA Authorization is distinct from other medical planning documents because it specifically governs access to protected health information rather than decision-making authority. While a power of attorney or advance directive appoints someone to make choices about care, the HIPAA Authorization permits health care providers to disclose medical records and details to named individuals. Understanding the difference helps ensure that your documents work together rather than contradicting one another. Many clients benefit from reviewing how the authorization interacts with appointment of decision makers so designated persons can both receive information and act on your preferences when appropriate.
When creating a HIPAA Authorization, you can define who receives information, what types of information are included, and how long the authorization remains in effect. Some people choose a narrowly tailored authorization limited to a specific treatment or period, while others prefer a broader form that covers ongoing access for a trusted family member or caregiver. It is also possible to set automatic expiration dates or event-based triggers. Thoughtful selection of these terms helps balance privacy concerns with practical needs for timely communication between medical providers and those handling a loved one’s care.
A HIPAA Authorization is a written instruction to medical providers to release protected health information to specified recipients. It is commonly used during hospitalizations, when coordinating care with multiple specialists, or when family members need access to medical histories to manage treatment and medications. The document must meet federal privacy law requirements to be effective and should clearly identify the patient, the recipients, the scope of information to be disclosed, and the authorization timeframe. Proper wording reduces the risk that providers will decline to share records and ensures you receive the intended benefits of easier communication and coordinated care support.
A valid HIPAA Authorization includes certain elements: patient identification, named recipients, a clear description of the information to be disclosed, an expiration date or event, and the patient’s signature and date. In practice, implementing the authorization often involves reviewing medical records policies at local hospitals, submitting the signed form to the patient’s primary care provider, and providing copies to any other treating clinicians. For clients who travel frequently or receive care from multiple systems, we recommend ensuring each provider has a copy and that electronic records systems are updated with authorization details if possible.
Familiarity with a few common terms makes drafting a HIPAA Authorization simpler. Knowing what is meant by phrases like ‘protected health information,’ ‘recipient,’ ‘authorization period,’ and ‘revocation’ will help you choose language that matches your goals. The following glossary items provide practical definitions and examples so you can understand how the document will operate day to day, how to limit or broaden disclosure, and what steps are needed should you decide to revoke or amend the authorization later on.
Protected Health Information refers to any individually identifiable health information held or transmitted by a covered entity or its business associate that relates to an individual’s past, present, or future physical or mental health, provision of health care, or payment for health care. Examples include medical records, diagnoses, imaging results, medication lists, and billing information. When you sign a HIPAA Authorization, you specify which categories of PHI can be disclosed and to whom. Limiting PHI categories can include restricting disclosure to treatment records only, excluding billing information, or specifying particular types of test results that are allowed to be shared.
Revocation is the process by which a person cancels a previously signed HIPAA Authorization, stopping further disclosures under that authorization while not retroactively undoing disclosures made while it was active. To revoke an authorization, the patient typically provides a written, signed notice to the provider and any recipients named on the original form. It is important to communicate revocation clearly and to confirm with providers that the revocation has been processed. Some providers require a specific form or written statement, and others may need time to update records, so it is wise to follow up to ensure the revocation takes effect.
A recipient is any person, organization, or entity authorized to receive protected health information under a HIPAA Authorization. Recipients commonly include family members, close friends, caregivers, or legal representatives. You can name specific individuals by name, list categories of people such as ‘adult children,’ or include institutions like a long-term care facility. Clear identification of recipients prevents confusion and helps ensure that providers only disclose records to the intended parties. If you anticipate changes in caregiving, consider whether to name alternates or include language allowing transfer to successors as needed.
The authorization period defines how long the HIPAA Authorization remains valid and can be tailored to meet specific needs. It may be a fixed date range, an occurrence-based trigger such as ‘during hospitalization,’ or an indefinite duration until the patient revokes it. Choosing the right period balances privacy concerns with practical access needs: a short period offers tighter control, while a longer period reduces repetition and administrative burden. When drafting the period, consider care continuity, potential future incapacity, and the likelihood of needing ongoing access to records for long-term conditions.
When deciding between a limited medical release and a comprehensive HIPAA Authorization, consider how often your caregivers will need access to records and whether you want to limit the type or duration of disclosures. A limited release might cover a single provider, event, or short time frame, which is ideal for discrete situations. A comprehensive authorization provides broader access across multiple providers and a longer timeframe, useful for chronic care management or ongoing coordination. Both approaches have trade-offs in privacy and convenience, and combining a tailored authorization with other estate planning documents often provides the best balance for many families.
A limited HIPAA Authorization is often sufficient for short-term treatment needs, such as a surgery, diagnostic testing period, or a discrete episode of care. In these situations, naming a single provider or facility and setting a clear expiration date minimizes unnecessary exposure of health information while ensuring required communication during the event. This approach is well-suited when the medical need is temporary and the patient prefers minimal sharing beyond the immediate care team. Limiting the scope also reduces administrative risk while achieving the immediate goal of allowing family or caregivers to receive updates and medical records.
Sometimes disclosure is needed only for particular records, such as immunization history or a single diagnostic report. A narrow authorization can specify the types of documents to be released, the named recipient, and a short timeframe. This tailored option protects overall privacy and provides only the necessary information, preventing blanket access to a full medical history. It is helpful when dealing with school, employment, or travel requirements where only limited documentation is required rather than ongoing access to a person’s entire medical record.
A comprehensive HIPAA Authorization is often appropriate for individuals with chronic conditions, ongoing treatments, or frequent interactions with multiple providers. Broad access across medical systems enables consistent information flow, better coordination among specialists, and smoother transitions between care settings. For families managing long-term care, rehabilitation, or multi-disciplinary treatment plans, a wider authorization reduces administrative friction and ensures caregivers and legal decision makers have the medical details they need to act in accordance with the patient’s wishes over extended periods.
When the HIPAA Authorization is part of a coordinated estate plan that includes a living trust, powers of attorney, advance directives, and other documents, it is often beneficial to draft a comprehensive authorization that complements those instruments. A unified plan ensures that the same individuals who can make decisions also can receive the necessary medical information, creating legal and practical alignment. This integrated approach reduces uncertainty for providers and family members during stressful situations and helps carry out the patient’s overall health and financial wishes consistently.
A comprehensive approach to HIPAA authorization and estate planning creates clarity and reduces delays when medical matters arise. By coordinating authorizations with powers of attorney, living trusts, and advance directives, you ensure that decision makers also have timely access to health information, allowing them to make informed choices that align with your preferences. This reduces the risk of conflicting instructions, speeds up communication with providers, and supports continuity of care across different treatment settings. For families, coordinated documentation translates into less stress and more efficient management of a loved one’s healthcare needs.
Comprehensive planning also prepares you for changes in circumstance, such as relocation, new medical providers, or evolving health conditions. With broader authorizations, alternates can be named, and document language can anticipate shifts in caregiving arrangements. That flexibility makes it easier for successors to step in without repeated paperwork or lost time. Additionally, a holistic estate plan that includes medical privacy authorizations supports long-term financial and healthcare continuity, helping protect assets, preserve privacy, and align care decisions with the client’s long-term wishes.
When authorized individuals can receive full medical updates, family members and caregivers coordinate more effectively with doctors, therapists, and hospitals. This enhanced communication reduces misunderstandings and ensures everyone receives the same information about diagnoses, medications, and treatment plans. It can be especially helpful during transitions of care, discharge planning, or multidisciplinary treatment sessions. Clear communication helps reduce repeated tests, medical errors, and logistical complications, ultimately supporting better patient outcomes and lessening the administrative load on family members managing care logistics.
A comprehensive authorization combined with a complete estate plan provides reassurance that your wishes will be honored and that those responsible for your care have the tools needed to act confidently. Knowing that decision makers also receive medical records reduces second-guessing and dispute risk among relatives during high-stress events. Consistent documentation also preserves continuity when providers change or when care settings shift from hospital to rehabilitation or home-based services. For many clients, the ability to anticipate and address these transitions is a primary reason for pursuing integrated planning.
When drafting a HIPAA Authorization, clearly name the individuals or entities permitted to receive information and describe the categories of records to be released. Specificity reduces confusion and helps providers comply without delay. If you have privacy concerns, consider narrowing categories to treatment notes or lab results only, or name a single trusted family member rather than a broad category. Also decide whether the authorization should cover future medical care, past records, or both. Clear language saves time and prevents unnecessary privacy exposure while ensuring necessary communication flows when care decisions are needed.
Provide signed copies of the HIPAA Authorization to your primary care provider, key specialists, and any facilities where you receive care, and keep a personal copy accessible for family members. Electronic health record systems may offer forms uploads so providers have immediate access. Regularly review the document, particularly after major life events or changes in health status, to confirm that recipients and scope remain appropriate. Periodic review also lets you confirm expiration dates and revoke the authorization when it is no longer needed, maintaining control over your medical privacy.
A HIPAA Authorization is a practical part of a complete estate plan that allows trusted people to obtain medical records and participate in care discussions. It is especially relevant for individuals who expect to have periods of hospitalization, foresee complex care coordination, or want family members to be able to communicate effectively with providers. In emergencies, delays from privacy rules can hamper timely decision-making; the authorization prevents that hurdle by giving providers a clear basis for disclosure to authorized persons. For many families, this single document prevents confusion and aids timely care.
In addition to enabling access, a HIPAA Authorization gives you the opportunity to set limits and conditions that match your comfort level, such as restricting access to specific types of records or appointing alternative recipients for different situations. It is an adaptable tool that supports both privacy and practical needs. Paired with an advance health care directive and power of attorney, the authorization helps paint a complete picture of your healthcare wishes and ensures those charged with carrying out those wishes have the information they need when making or supporting decisions.
Common circumstances for obtaining a HIPAA Authorization include hospital admissions, transitions to long-term care or rehabilitation, chronic disease management, and when coordinating care among multiple specialists. It is also useful when a patient becomes temporarily incapacitated and family members need medical details to inform decisions. Other instances include handling insurance claims, providing schools or employers with medical verification, or when an attorney needs records to address legal matters. Having a signed authorization in place before an urgent situation arises removes barriers and ensures smoother communication.
During hospital admissions or emergency care, timely access to medical history and medication lists is critical. A HIPAA Authorization ensures that the person you trust can obtain records, update family members, and assist medical staff with relevant history. Without it, hospitals may hesitate to discuss a patient’s condition with relatives, slowing decisions and creating stress. Preparing the authorization in advance avoids this scenario and lets your designated contacts play an active role in care coordination, discharge planning, and follow-up appointments, improving outcomes and reducing confusion.
When a patient sees multiple specialists, physical therapists, and other care providers, a HIPAA Authorization streamlines the flow of information among those involved. Authorized recipients can request and obtain records, ensuring each provider has the background needed to deliver safe and coordinated treatment. This is particularly important for complex conditions where medication interactions, prior diagnoses, and past treatments influence current decisions. The authorization eliminates repetitive paperwork and helps keep all providers informed so care stays consistent and focused on the patient’s needs.
Transitions from hospital to rehabilitation, skilled nursing, or home care create numerous opportunities for miscommunication. A HIPAA Authorization allows family members and caregivers to receive updates and copies of records necessary for care planning and medication management. Authorized access ensures that receiving facilities can be informed about the patient’s status and prior interventions, supporting a safer transfer and a more efficient recovery plan. Advance preparation with a signed authorization reduces administrative delays and helps maintain continuity of care during these vulnerable periods.
The Law Offices of Robert P. Bergman serves clients in Foresthill and nearby communities with practical guidance on HIPAA Authorizations and related estate planning documents. We help you draft an authorization that meets legal requirements and matches your personal privacy and care coordination goals. Whether you need a narrow release for a specific event or a broad authorization as part of a full estate plan, we explain options in plain language, assist with execution, and provide copies for your medical providers. Our goal is to make sure your medical information can be accessed by the right people at the right time without sacrificing appropriate privacy protections.
Clients rely on our firm for careful document drafting that reflects current privacy law and practical, real-world considerations of how medical providers handle requests. We focus on clarity and enforceability so hospitals and clinics can readily process your authorization when needed. Our approach emphasizes clear communication with clients to understand family dynamics, caregiving arrangements, and privacy preferences so the authorization serves your specific situation. We also coordinate the authorization with related estate planning documents to provide a cohesive plan that functions smoothly during stressful medical events.
We help clients avoid common pitfalls such as overly broad or vague language that can lead providers to refuse disclosure or overly restrictive language that prevents necessary communication. Our practice includes advising on options like event-based expirations, alternate recipients, and how to handle digital medical records. We can prepare multiple copies for different providers and provide guidance on submission processes at local hospitals and clinics, helping reduce administrative burden and making it simpler for your designated contacts to obtain records when needed.
In addition to document preparation, we help clients understand how authorizations interact with state and federal regulations and how to revoke or amend forms as life circumstances change. Whether you are updating an existing estate plan, preparing for an upcoming medical procedure, or putting a comprehensive healthcare plan in place, our services aim to provide practical, timely support. We work to ensure that your medical privacy preferences are honored while giving trusted individuals the access they need to support your care and decision-making.
Our process begins with a discussion of your goals, family situation, and medical care expectations so we can recommend the appropriate scope and recipients for your HIPAA Authorization. We then draft the document with clear language meeting legal requirements, review it with you to confirm it reflects your wishes, and assist with signing and distribution to relevant providers. Finally, we provide instructions on revocation procedures and advise on regular reviews. The aim is to create a simple, reliable workflow so your medical information is accessible to those you choose when it matters most.
During the initial consultation, we gather information about your medical history, typical care settings, and the people you want to authorize. This conversation helps determine whether a narrow release for a single event or a broader ongoing authorization best fits your situation. We also review related estate planning documents you may already have, identify potential conflicts, and discuss practical concerns such as where copies should be filed. The goal of this first step is to build a clear understanding that informs precise drafting and effective implementation.
We ask questions about typical points of contact, anticipated care transitions, and any institutions that will likely need copies of the authorization. Understanding whether care is local, regional, or delivered across different systems informs how broadly the authorization should be written. We also discuss privacy preferences and any sensitive information you may want to limit. This ensures the authorization meets both privacy and practical care coordination goals, helping to avoid unnecessary disclosures while ensuring authorized recipients can obtain the necessary medical information.
At the outset, we also review existing powers of attorney, advance health care directives, trusts, and wills so the HIPAA Authorization aligns with these documents. Consistency among documents prevents conflicting instructions and ensures that medical decision makers have access to the information they need. We identify any gaps or overlaps, recommend revisions if necessary, and plan a coordinated update so all instruments work together to support your health care and estate planning objectives effectively.
Once we determine the appropriate scope, we draft a HIPAA Authorization tailored to your needs, incorporating specific language for recipients, types of information, and timeframe. We review the draft with you, make any desired adjustments, and explain how to execute the document properly so it will be accepted by medical providers. We can be present for signing if desired and prepare multiple original copies for you to distribute. Proper execution and distribution are important to ensure the authorization functions when needed.
During drafting, we choose terms that balance confidentiality with practical needs, setting timeframes and triggers that reflect your care situation. This may include specific expiration dates, event-based expirations like discharge, or indefinite duration until revocation. We also specify whether future records are included and whether the authorization covers electronic medical records. Clear, specific language helps providers interpret the authorization correctly and minimizes administrative resistance when records are requested.
We will advise on the formal signing requirements and prepare original copies for your medical providers, chosen recipients, and your personal records. Some medical institutions may require additional forms or procedures, and we help navigate those requirements to ensure the authorization is recognized. Providing copies directly to primary care physicians, specialists, and hospital medical records departments reduces friction and helps ensure authorized individuals can access information without delay when it becomes necessary.
After execution, it is important to periodically review the authorization to confirm it still reflects your wishes and current caregiving arrangements. Life events such as moving, changes in relationships, or new health conditions may require updates or revocation. We assist with submitting revocation notices, drafting replacement authorizations, and updating recipients. Regular review keeps your records current and helps maintain alignment between medical privacy decisions and the rest of your estate plan, reducing the risk of breakdowns in communication when a medical need arises.
To revoke or amend an authorization, you typically provide a signed written statement to the medical providers and recipients named on the original authorization. We prepare revocation documents, advise on provider-specific procedures, and help confirm that the revocation has been processed. For amendments, we draft updated authorizations and provide instructions for replacing prior versions. Prompt and documented action ensures your current wishes are reflected and prevents unintended disclosures under prior authorizations.
We recommend periodic reviews of your HIPAA Authorization alongside other estate planning documents, particularly after major life events. During reviews we check recipient names, expiration terms, and whether any new providers should receive copies. Coordinated updates keep your entire estate plan in sync and ensure medical privacy settings match your current desires. Regular maintenance reduces the risk of surprises and provides confidence that your family and legal representatives have the information they need when decisions about care must be made.
A HIPAA Authorization is a signed document that allows health care providers to disclose protected health information to designated individuals or entities, whereas a medical power of attorney appoints a person to make health care decisions on your behalf if you become unable to do so. The authorization controls access to records and communications, while the power of attorney addresses decision-making authority. Both documents serve different but complementary roles; the authorization enables the flow of information needed for decision makers to act and for family members to stay informed. Understanding the distinction helps ensure your documents work together effectively. When both are in place, the person named to make decisions can also receive medical records and consult with providers, supporting timely and informed choices. It is important to draft both documents with clear, compatible language so providers recognize the authorization and decision-making authority without contradiction, particularly when multiple family members are involved.
When choosing recipients, consider trusted family members, close friends, or caregivers who will be involved in your health care decision-making or who regularly assist with appointments and communication. You may also name professional caregivers, long-term care facilities, or legal representatives who require ongoing access to records. Be specific about individuals by name, and consider including alternates for redundancy. Naming too many people can increase the risk of unnecessary disclosures, so balance convenience with privacy by choosing those who truly need access. Additionally, think about whether different recipients should receive different categories of information. For example, a family member who manages medications might receive full treatment records, while a friend handling logistics might need only appointment and discharge information. Tailoring recipients and the scope of their access helps align privacy protections with practical needs and prevents unnecessary release of sensitive information.
A HIPAA Authorization can have a specific end date, be tied to a particular event such as hospital discharge, or remain in effect until you revoke it. Selecting an expiration depends on your needs: a short-term authorization is useful for a single procedure or discrete event, while a longer authorization supports ongoing care management. For chronic conditions or long-term care situations, clients often choose a broader timeframe to avoid repeatedly reauthorizing access. The right duration balances convenience with control over your medical information. If you select a long or indefinite authorization, maintain regular reviews to ensure it still reflects your wishes. Life changes such as divorce, relocation, or changes in caregiving arrangements may prompt adjustments. Periodic review allows you to confirm whether the authorization’s recipients and scope remain appropriate and to update or revoke the document as circumstances change.
Yes, you can revoke a HIPAA Authorization at any time, and revocation typically requires a written, signed statement delivered to the health care providers and recipients named on the original form. The revocation stops future disclosures under that authorization but does not undo disclosures made while it was in effect. To ensure the revocation is effective, provide copies to all providers and request confirmation that the revocation has been recorded in your medical file. In California, health care providers may have specific procedures or forms for revocation, so it is helpful to follow their requirements and keep documentation of delivery. If you anticipate needing a replacement authorization, prepare the new form and distribute it to the same providers to avoid gaps in access. Following up with providers helps confirm they have processed the revocation and prevents unintended communication under the prior authorization.
No. A HIPAA Authorization alone does not grant someone the legal power to make medical decisions for you. It only permits the named recipients to receive your protected health information. To authorize a person to make decisions on your behalf, you need a separate document such as a medical power of attorney or advance health care directive that appoints a decision maker and sets forth your treatment preferences. The combination of both documents provides both access to information and legal authority to act. Using both documents together avoids practical problems where a decision maker cannot obtain necessary medical records. When a power of attorney and a HIPAA Authorization align, the appointed decision maker can receive records and communicate with providers to carry out your instructions. It is important to coordinate language across documents so that providers and family members understand both the access rights and decision-making powers intended.
Many hospitals and clinics accept HIPAA Authorizations drafted by private attorneys so long as they meet the legal requirements and are properly executed. However, some institutions use their own forms or require additional steps to process external documents. To avoid delays, it is recommended that clients provide original signed copies directly to primary providers and medical records departments and inquire whether any additional facility-specific forms are needed. If a provider declines an external authorization, we can assist with tailoring the document to meet that provider’s policies or completing the provider’s preferred form while preserving your intended scope. Proactive distribution and confirmation that providers have the authorization on file reduces the chance of refusal when records are requested.
Including a HIPAA Authorization in your revocable living trust package is a practical step because the trust alone does not address access to medical records. Trusts govern asset management and distribution, while the HIPAA Authorization specifically governs disclosure of health information. Adding the authorization to your estate planning documents ensures that those responsible for administering the trust or managing your affairs can also obtain necessary medical information when making decisions related to care, health-related expenses, and long-term planning. When packaging documents together, ensure consistency in the naming of fiduciaries and successors so trustees, agents, and caregivers are aligned. Coordinated documents avoid conflicts and provide a seamless plan for both financial and medical matters. We help clients assemble a comprehensive folder of estate planning documents, including the authorization, so everything needed in a crisis is organized and accessible.
A HIPAA Authorization can cover a wide range of medical information, including treatment records, diagnostic results, medication lists, mental health records where permitted, and billing information if specified. You may also limit the authorization to particular categories or types of records to protect more sensitive details. For example, you can exclude psychotherapy notes or restrict access to only vaccination records or specific test results if you prefer to keep other information private. Carefully consider which categories are necessary for the recipient to assist effectively. Broad authorizations simplify access for caregivers and decision makers but may disclose more than necessary. Narrower authorizations protect privacy but may require repeated updates or multiple forms for different providers. Tailored drafting helps strike an appropriate balance between privacy and practical information needs.
To ensure multiple providers honor the same HIPAA Authorization, distribute original signed copies to each provider and request that the authorization be added to the patient’s medical record. Confirm with medical records departments that the document has been received and logged. For systems using electronic records, uploading a scanned copy or following the institution’s formal submission process can help ensure seamless recognition across provider networks. If you receive care from providers in different health systems, consider providing a form to each system or using a broader authorization that explicitly covers future providers. Periodic verification that the authorization remains on file at each provider and re-issuing copies after major care transitions helps maintain consistent acceptance and reduces the need to acquire records anew during urgent situations.
Common mistakes include using vague or overly broad language, failing to name specific recipients, not specifying the types of records to be disclosed, and neglecting to set an appropriate expiration or revocation process. Another frequent oversight is not providing copies to key providers, which can render the authorization ineffective when records are needed. These pitfalls can result in providers refusing to disclose records or authorized individuals being unable to obtain necessary information during critical moments. Avoiding these mistakes involves clear, specific drafting, coordinated distribution to providers, and regular review. It is also wise to coordinate the authorization with powers of attorney and advance directives to ensure decision makers have both access to information and legal authority to act. Proactive planning and periodic updates prevent many common problems and improve the document’s practical utility.
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