Fax Transmissions - Revision history

Mhurlocker at 14:37, July 9, 2024

2024-07-09T14:37:56Z

← Older revision		Revision as of 09:37, July 9, 2024
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	Policy No.: '''6065'''<br />		Policy No.: '''6065'''<br />
	Effective Date: '''03/17/03'''<br />		Effective Date: '''03/17/03'''<br />
	Revised Date: '''~~draft~~ 09/22/22'''<br />		Revised Date: '''09/22/22'''<br />
	Reviewed Date: ''' '''<br />		Reviewed Date: ''' 09/22/22'''<br />

	<big>'''Facsimile Transmissions Policy'''</big><br />		<big>'''Facsimile Transmissions Policy'''</big><br />

Mhurlocker: /* Additional Information */

2024-07-09T14:37:07Z

Additional Information

← Older revision		Revision as of 09:37, July 9, 2024
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	*[https://nebraska.edu/-/media/unca/docs/offices-and-policies/policies/executive-memorandum/policy-for-responsible-use-of-university-computers-and-information-systems.pdf University of Nebraska Executive Memorandum 16], Policy for the Responsible Use of University Computers and Information Systems		*[https://nebraska.edu/-/media/unca/docs/offices-and-policies/policies/executive-memorandum/policy-for-responsible-use-of-university-computers-and-information-systems.pdf University of Nebraska Executive Memorandum 16], Policy for the Responsible Use of University Computers and Information Systems

	This page maintained by [mailto:~~dpanowic~~@unmc.edu ~~dkp~~].		This page maintained by [mailto:mhurlocker@unmc.edu mh].

Mhurlocker: /* Protected Health Information (PHI) */

2023-08-15T18:53:34Z

Protected Health Information (PHI)

← Older revision		Revision as of 13:53, August 15, 2023
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	*an Individual’s genetic tests;		*an Individual’s genetic tests;
	*the genetic tests of an Individual’s family members; or		*the genetic tests of an Individual’s family members; or
	*the manifestation of a disease or disorder in such Individual’s family members (i.e., family medical history)~~; or~~		*the manifestation of a disease or disorder in such Individual’s family members (i.e., family medical history).
	*any request for, or receipt of, genetic services (e.g., genetic test, genetic counseling, genetic education), or participation in clinical research which includes genetic services by the Individual or any family member of the Individual.
	PHI excludes:		PHI excludes:
	*individually identifiable health information of a person who has been deceased for more than fifty (50) years.		*individually identifiable health information of a person who has been deceased for more than fifty (50) years.

Dpanowic at 18:52, September 22, 2022

2022-09-22T18:52:21Z

← Older revision		Revision as of 13:52, September 22, 2022
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	<big>'''Facsimile Transmissions Policy'''</big><br />		<big>'''Facsimile Transmissions Policy'''</big><br />
	==Basis for 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.		It is the policy of the University of Nebraska Medical Center (UNMC) to establish guidelines for use of facsimile machines to safeguard confidential information.
	==Policy==		==Policy==
	#Confidential information, including protected health information and proprietary information, may be transmitted via facsimile if reasonable safeguards are applied to protect such information from inappropriate use or disclosure.		#Confidential information, including protected health information and proprietary information, may be transmitted via facsimile if reasonable safeguards are applied to protect such information from inappropriate use or disclosure.
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	#*Number of pages		#*Number of pages
	#*Confidentiality statement (see example below) <blockquote>This communication, along with any attachments, 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 of this communication, 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 and please permanently delete and destroy this communication." </blockquote>		#*Confidentiality statement (see example below) <blockquote>This communication, along with any attachments, 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 of this communication, 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 and please permanently delete and destroy this communication." </blockquote>
	#Protected health information shall be transmitted in accordance with UNMC Policy 6057, Use and Disclosure of Protected Health Information and Electronic Communication of PHI procedure.		#Protected health information shall be transmitted in accordance with UNMC Policy 6057, [[Use and Disclosure of Protected Health Information]] and Electronic Communication of PHI procedure.
	#Verify new fax numbers (including autofax) prior to using them. Never fax information to an unknown fax number. Consider pre-programming verified numbers that are frequently used into the fax machine to help avoid misdirecting any information.		#Verify new fax numbers (including autofax) prior to using them. Never fax information to an unknown fax number. Consider pre-programming verified numbers that are frequently used into the fax machine to help avoid misdirecting any information.
	#When faxing directly from the electronic medical record utilize the Communications tab.		#When faxing directly from the electronic medical record utilize the Communications tab.

Dpanowic at 18:49, September 22, 2022

2022-09-22T18:49:34Z

← Older revision		Revision as of 13:49, September 22, 2022
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	*Contact the [mailto:debrbishop@nebraskamed.com Privacy Officer]		*Contact the [mailto:debrbishop@nebraskamed.com Privacy Officer]
	*UNMC Policy 6057, [[Use and Disclosure of Protected Health Information]]		*UNMC Policy 6057, [[Use and Disclosure of Protected Health Information]]
	*Electronic Communication of PHI procedure.		*UNMC Policy 6061, [[Accounting of PHI Disclosures]]
			*Electronic Communication of PHI procedure
			*[https://nebraska.edu/-/media/unca/docs/offices-and-policies/policies/executive-memorandum/policy-for-responsible-use-of-university-computers-and-information-systems.pdf University of Nebraska Executive Memorandum 16], Policy for the Responsible Use of University Computers and Information Systems

	This page maintained by [mailto:dpanowic@unmc.edu dkp].		This page maintained by [mailto:dpanowic@unmc.edu dkp].

Dpanowic at 18:22, September 22, 2022

2022-09-22T18:22:27Z

← Older revision		Revision as of 13:22, September 22, 2022
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	</table>		</table>
	<br />		<br />
	[[Identification Card]] \| [[Secure Area Card Access]] \| [[Privacy/Confidentiality]] \| [[Computer Use/Electronic Information]] \| [[Retention and Destruction/Disposal of Private and Confidential Information]] \| [[Use and Disclosure of Protected Health Information]] \| [[Notice of Privacy Practices]] \| [[Access to Designated Record Set]] \| [[Accounting of PHI Disclosures]] \| [[Patient/Consumer Complaints]] \| [[Vendors]] \| [[Fax Transmissions]] \| [[Psychotherapy Notes]] \| [[Facility Security]] \| [[Conditions of Treatment Form]] \| [[Informed Consent for UNMC Media]] \| [[Transporting Protected Health Information]] \| [[Honest Broker]] \| [[Social Security Number]] \| [[Third Party Registry]] \| [[Information Security Awareness and Training]]		[[Identification Card]] \| [[Secure Area Card Access]] \| [[Privacy/Confidentiality]] \| [[Computer Use/Electronic Information]] \| [[Retention and Destruction/Disposal of Private and Confidential Information]] \| [[Use and Disclosure of Protected Health Information]] \| [[Notice of Privacy Practices]] \| [[Access to Designated Record Set]] \| [[Accounting of PHI Disclosures]] \| [[Patient/Consumer Complaints]] \| [[Vendors]] \| [[Fax Transmissions]] \| [[Psychotherapy Notes]] \| [[Facility Security]] \| [[Conditions of Treatment Form]] \| [[Informed Consent for UNMC Media]] \| [[Transporting Protected Health Information]] \| [[Honest Broker]] \| [[Social Security Number]] \| [[Third Party Registry]] \| [[Information Security Awareness and Training]] \| [[Patient Privacy Investigations and Levels of Violation]] \| [[Use and Disclosure of PHI for Training Health Care Professionals]] \| [[Disclosures of PHI as Permitted or Required by Law]] \| [[Disclosure of PHI for Law Enforcement Purposes]]
	<br /><br />		<br /><br />
	Policy No.: '''6065'''<br />		Policy No.: '''6065'''<br />
	Effective Date: '''03/17/03'''<br />		Effective Date: '''03/17/03'''<br />
	Revised Date: '''09/29/14'''<br />		Revised Date: '''draft 09/22/22'''<br />
	Reviewed Date: '''~~09/29/14~~'''<br />		Reviewed Date: ''' '''<br />

	<big>'''Facsimile Transmissions Policy'''</big><br />		<big>'''Facsimile Transmissions Policy'''</big><br />

	==Basis for 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.		It is the policy of University of Nebraska Medical Center (UNMC) to establish guidelines for use of facsimile machines to safeguard confidential information.
			==Policy==
			#Confidential information, including protected health information and proprietary information, may be transmitted via facsimile if reasonable safeguards are applied to protect such information from inappropriate use or disclosure.
			#Accompany each transmission with a cover letter that includes:
			#*Date/time of transmission
			#*Sender’s and receiver’s first and last name
			#*Address
			#*Telephone number and fax number
			#*Number of pages
			#*Confidentiality statement (see example below) <blockquote>This communication, along with any attachments, 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 of this communication, 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 and please permanently delete and destroy this communication." </blockquote>
			#Protected health information shall be transmitted in accordance with UNMC Policy 6057, Use and Disclosure of Protected Health Information and Electronic Communication of PHI procedure.
			#Verify new fax numbers (including autofax) prior to using them. Never fax information to an unknown fax number. Consider pre-programming verified numbers that are frequently used into the fax machine to help avoid misdirecting any information.
			#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.
			#If a fax is received in error, notify the sender immediately, and permanently destroy the document(s).<blockquote>If a fax is sent in error, notify the recipient immediately and ask the recipient to not read the fax or its attachments and to permanently destroy the fax and its attachments, and to send an email confirming that he or she has satisfied this request.</blockquote>
			#Remove faxed documents from the fax machine promptly.
			#Do not install facsimile machines in high traffic areas with access to unauthorized personnel.
	==Definitions==		==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~~.		===Individual===
	~~==Policy==~~		The person who is the subject of the PHI. Personal representatives of the Individual have the same rights as the Individual under HIPAA (i.e., they “step into the shoes” of the Individual). Personal representatives include the legal guardian and anyone else authorized by law to act on behalf of the Individual. (See Nebraska Medicine Consents and Permits policy, MS14.)
	~~1. Confidential~~ information, ~~including protected health~~ information and ~~proprietary~~ information~~, may be transmitted via facsimile.<br />~~		===Protected Health Information (PHI)===
			Individually identifiable health information including demographic information, collected from an Individual, whether oral or recorded in any medium, that:
	~~2. Accompany each transmission with a cover letter that includes~~:		*is created or received by UNMC/ACE; and
	*~~Date/time of transmission~~		*relates to the past, present or future physical or mental health or condition of an Individual; the provision of health care to an Individual; or the past, present or future payment for the provision of health care to an Individual and identifies the Individual or with respect to which there is a reasonable basis to believe the information can be used to identify the Individual.
	*~~Sender and receiver name~~		PHI includes genetic information, which includes information about the following items (and excludes information about an Individual’s sex or age):
	*~~Address~~		*an Individual’s genetic tests;
	*Telephone number and fax number		*the genetic tests of an Individual’s family members; or
	*Number of ~~pages~~		*the manifestation of a disease or disorder in such Individual’s family members (i.e., family medical history); or
	*Confidentiality statement (~~see example below~~)~~<br />~~		*any request for, or receipt of, genetic services (e.g., genetic test, genetic counseling, genetic education), or participation in clinical research which includes genetic services by the Individual or any family member of the Individual.
	~~:"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~~.~~" <br />~~		PHI excludes:
			*individually identifiable health information of a person who has been deceased for more than fifty (50) years.
	~~3. Protected~~ health information ~~shall be transmitted in accordance with UNMC Policy 6057, [[Use and Disclosure~~ of ~~Protected Health Information]].<br />~~		*education records covered by the Family Educational Rights and Privacy Act (FERPA); and
			*employment records held by UNMC in its role as employer.
	~~4. Verify new fax numbers~~ (~~including autofax~~) ~~prior to using them. Never fax information to an unknown fax number.<br />~~

	~~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.<br />~~

	~~6. If a fax is received~~ in ~~error, notify the sender immediately, and destroy the document.<br />~~

	~~7. Remove faxed documents from the fax machine promptly.<br />~~

	~~8. Do not install facsimile machines in high traffic areas with access to unauthorized personnel~~.
	==Additional Information==		==Additional Information==
	*Contact the [mailto:debrbishop@nebraskamed.com Privacy Officer]		*Contact the [mailto:debrbishop@nebraskamed.com Privacy Officer]
	*~~See~~ [~~http://wiki.unmc.edu/index.php?title=Fax_Transmissions&action=edit Guidelines - Fax Transmissions~~]]~~<br /><br />~~		*UNMC Policy 6057, [[Use and Disclosure of Protected Health Information]]
			*Electronic Communication of PHI procedure.

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Afaylor: add Faculty tab

2019-08-02T17:56:38Z

add Faculty tab

← Older revision		Revision as of 12:56, August 2, 2019
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	<td style="padding:0.5em; background-color:#e5e5e5; font-size:90%; line-height:0.95em; border:1px solid #A3B1BF; border-bottom:solid 2px #A3B1BF"		<td style="padding:0.5em; background-color:#e5e5e5; font-size:90%; line-height:0.95em; border:1px solid #A3B1BF; border-bottom:solid 2px #A3B1BF"
	width="20">[[Intellectual Property]]</td>		width="20">[[Intellectual Property]]</td>
			<td style="border-bottom:2px solid #A3B1BF" width="3"> </td>
			<td style="padding:0.5em; background-color:#e5e5e5; font-size:90%; line-height:0.95em; border:1px solid #A3B1BF; border-bottom:solid 2px #A3B1BF"
			width="20">[[Faculty]]</td>
	</tr>		</tr>
	</table>		</table>

Afaylor at 19:01, September 19, 2016

2016-09-19T19:01:42Z

← Older revision		Revision as of 14:01, September 19, 2016
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	</table>		</table>
	<br />		<br />
	[[Identification Card]] \| [[Secure Area Card Access]] \| [[Privacy/Confidentiality]] \| [[Computer Use/Electronic Information]] \| [[Retention and Destruction/Disposal of Private and Confidential Information]] \| [[Use and Disclosure of Protected Health Information]] \| [[Notice of Privacy Practices]] \| [[Access to Designated Record Set]] \| [[Accounting of PHI Disclosures]] \| [[Patient/Consumer Complaints]] \| [[Vendors]] \| [[Fax Transmissions]] \| [[Psychotherapy Notes]] \| [[Facility Security]] \| [[Conditions of Treatment Form]] \| [[Informed Consent for UNMC Media]] \| [[Transporting Protected Health Information]]		[[Identification Card]] \| [[Secure Area Card Access]] \| [[Privacy/Confidentiality]] \| [[Computer Use/Electronic Information]] \| [[Retention and Destruction/Disposal of Private and Confidential Information]] \| [[Use and Disclosure of Protected Health Information]] \| [[Notice of Privacy Practices]] \| [[Access to Designated Record Set]] \| [[Accounting of PHI Disclosures]] \| [[Patient/Consumer Complaints]] \| [[Vendors]] \| [[Fax Transmissions]] \| [[Psychotherapy Notes]] \| [[Facility Security]] \| [[Conditions of Treatment Form]] \| [[Informed Consent for UNMC Media]] \| [[Transporting Protected Health Information]] \| [[Honest Broker]] \| [[Social Security Number]] \| [[Third Party Registry]] \| [[Information Security Awareness and Training]]
	<br /><br />		<br /><br />
	Policy No.: '''6065'''<br />		Policy No.: '''6065'''<br />

Afaylor: /* Additional Information */

2016-07-28T16:51:20Z

Additional Information

← Older revision		Revision as of 11:51, July 28, 2016
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	8. Do not install facsimile machines in high traffic areas with access to unauthorized personnel.		8. Do not install facsimile machines in high traffic areas with access to unauthorized personnel.
	==Additional Information==		==Additional Information==
	*Contact the [mailto:~~tscrogin~~@~~unmc~~.~~edu~~ Privacy Officer]		*Contact the [mailto:debrbishop@nebraskamed.com Privacy Officer]
	*See [http://wiki.unmc.edu/index.php?title=Fax_Transmissions&action=edit Guidelines - Fax Transmissions]]<br /><br />		*See [http://wiki.unmc.edu/index.php?title=Fax_Transmissions&action=edit Guidelines - Fax Transmissions]]<br /><br />

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Afaylor at 17:12, December 1, 2015

2015-12-01T17:12:01Z

← Older revision		Revision as of 12:12, December 1, 2015
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	8. Do not install facsimile machines in high traffic areas with access to unauthorized personnel.		8. Do not install facsimile machines in high traffic areas with access to unauthorized personnel.
	==Additional Information==		==Additional Information==
	*Contact the [mailto:~~swrobel~~@unmc.edu Privacy Officer]		*Contact the [mailto:tscrogin@unmc.edu Privacy Officer]
	*See [http://wiki.unmc.edu/index.php?title=Fax_Transmissions&action=edit Guidelines - Fax Transmissions]]<br /><br />		*See [http://wiki.unmc.edu/index.php?title=Fax_Transmissions&action=edit Guidelines - Fax Transmissions]]<br /><br />

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