what can i use to fax medical records

abril 08, 2022 Publicar un comentario

What is a HIPAA Fax Cover Canvass? Compliancy Group 2020-11-16T17:15:14-05:00

What is a HIPAA Fax Embrace Sheet?

Providers may use fax machines to transmit and receive data virtually patients. The HIPAA regulations do not specify exactly what information a fax or fax encompass sheet containing patient information should contain. However, to ensure both the privacy and security of patient protected health data (PHI), covered entities should implement measures to forestall unauthorized or accidental disclosure of PHI that is faxed. Using a HIPAA fax cover canvass is 1 of these measures.

What Types of PHI are in a Fax Bulletin?

Patient medical records, billing records, lab reports, and other sensitive medical information may be transmitted via fax. These documents comprise protected health information, which may consist of (amongst other PHI):

Patient names;
Patient dates of birth;
Patient abode phone number;
Patient medical record numbers;
Patient health program beneficiary numbers (health insurance ID numbers); and
Patient Social Security numbers.

This information, as PHI, must be protected from accidental or unauthorized use or disclosure.

To Download Your HIPAA Fax Cover Sheet Click Here

What Should a HIPAA Fax Cover Sheet Contain?

A HIPAA fax embrace sheet should contain the post-obit information:

The proper name of the person who is sending the information;
The name of the sending covered entity ;
The phone number of the sending entity;
The date and time the fax cover sheet is faxed;
The fax number of the person or entity receiving the fax; and
A HIPAA fax cover sheet disclaimer. A HIPAA fax cover sheet disclaimer is a message addressed to the fax recipient, that states that the faxed data is confidential. The disclaimer besides should state that the manual may contain protected health data . Finally, the HIPAA fax cover sail disclaimer should likewise comprise a warning that states that unauthorized viewing, reviewing, disclosing, or distributing the information in the transmission may exist prohibited by the Privacy Dominion or other applicable law.

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What is an Example of a HIPAA Fax Cover Canvas Disclaimer?

The following is an instance of a HIPAA fax cover sail disclaimer that conveys all of this language:

"Of import: This transmission contains confidential data, which may be protected wellness information as defined past the Health Insurance Portability and Accountability Act (HIPAA) Privacy Rule. This transmission is intended for the exclusive apply of the individual or entity to whom it is addressed and may contain information that is proprietary, privileged, confidential, and/or exempt from disclosure nether applicable law. If yous are not the intended recipient (or an employee or agent responsible for delivering this facsimile manual to the intended recipient), you are hereby notified that any disclosure, broadcasting, distribution or copying of this information is strictly prohibited and may be subject to legal restriction or sanction. Please notify the sender by telephone (number listed higher up) to conform the return or devastation of the information and all copies."

Why Should Organizations Utilise a HIPAA Fax Cover Sheet?

Using a fax cover sheet can go along protected wellness information protected from public view when the fax is received. This is so whether a healthcare provider is faxing paper documents or sending a fax via email . Having a fax transmission protected from public view can prevent those individuals who are non authorized to access a patient's PHI or ePHI from beingness able to come across information technology (whether intentional or not) when faxes are sent.

Using a HIPAA fax encompass sheet also ensures compliance with the admission command standard of the Security Rule'southward technical safeguard requirement. The access control standard requires entities to implement technical policies and procedures for electronic information systems that maintain ePHI, assuasive admission only to those persons and programs that have been given access rights.

What Other Measures Should I Have With Respect to Faxes and Fax Cover Sheets?

To reduce the possibility of unauthorized individuals gaining access to faxed PHI or ePHI, a healthcare provider can implement the following measures:

Store fax machines used for transmitting and receiving PHI in areas that are not attainable to the general public.
Verify the fax number to which the documents are existence sent. Many fax machines comprise an autodial function, which enables the car to make multiple attempts to transmit a message until information technology is received. When using a fax auto with an autodial, healthcare employees should verify the fax number of the recipient to make sure the number is correct.
Notify the fax recipient that you are about to transport a fax transmission containing confidential patient data, so the recipient will know that a fax is on its manner.
Impress out a commitment confirmation report for the message you have faxed. A delivery confirmation written report indicates whether the fax manual was successful. The report also indicates whether the recipient's fax number was "busy," or whether your motorcar is otherwise unable to transmit the bulletin.