Fax Transmissions

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Policy No.: 6065
Effective Date: 03/17/03
Revised Date: 09/29/14
Reviewed Date: 09/29/14

Facsimile Transmissions Policy

Basis for Policy

It is the policy of University of Nebraska Medical Center (UNMC) to establish guidelines for use of facsimile machines to safeguard confidential information.

Definitions

Protected Health Information means individually identifiable health information that is created or received by UNMC and relates to the past, present, or future physical or mental health or condition of the individual; or the past, present, or future payment for the provision of health care to an individual.

Policy

1. Confidential information, including protected health information and proprietary information, may be transmitted via facsimile.

2. Accompany each transmission with a cover letter that includes:

  • Date/time of transmission
  • Sender and receiver name
  • Address
  • Telephone number and fax number
  • Number of pages
  • Confidentiality statement (see example below)
"This communication is intended only for the use of the individual or entity to which it is addressed and may contain information that is privileged and confidential. If you are not the intended recipient, or the employee or agent responsible for delivering the communication to the intended recipient, you have received this communication in error and are prohibited from reading, printing, or disclosing any of the information contained in it. If you have received this communication in error, please notify the sender immediately by telephone to arrange for the return or destruction of these documents."

3. Protected health information shall be transmitted in accordance with UNMC Policy 6057, Use and Disclosure of Protected Health Information.

4. Verify new fax numbers (including autofax) prior to using them. Never fax information to an unknown fax number.

5. When faxing directly from the electronic medical record utilize the Communications tab.

  • Use the "Recipients" buttons to select "PCP", "Referring", etc. from the provider directory.
  • When using the “Other” recipient button, verify that the contact information added is correct.

6. If a fax is received in error, notify the sender immediately, and destroy the document.

7. Remove faxed documents from the fax machine promptly.

8. Do not install facsimile machines in high traffic areas with access to unauthorized personnel.

Additional Information

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