Fax Transmissions: Difference between revisions

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[[Identification Card]] | [[Secure Area Card Access]] | [[Privacy/Confidentiality]] | [[Computer Use/Electronic Information]] | [[Confidential Information]] | [[Protected Health Information (PHI)]] | [[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]]
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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'''<br />
Reviewed Date:


<big>'''Facsimile Transmissions Policy'''</big><br />
<big>'''Facsimile Transmissions Policy'''</big><br />
   
   
NOTE: These guidelines are provided to assist UNMC workforce, including those in the patient treatment areas of the Munroe-Meyer Institute, the College of Medicine Optical Shop, the Lions Eye Bank and the College of Dentistry, as applicable, comply with HIPAA regulations. Those departments and clinics which fall under the jurisdiction of The Nebraska Medical Center and/or University Medical Associates should consult the policies and procedures of those entities for authoritative guidance.<br />  
==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.<br />


=== Basis for Policy ===
2. Accompany each transmission with a cover letter that includes:
<br />
*date/time of transmission
*sender and receiver name
*address
*telephone number and fax number
*number of pages
*confidentiality statement (see example below)


It is the policy of University of Nebraska Medical Center (UNMC) to protect confidentiality and privacy through appropriate use of information gathered in the course of employment or other affiliation with UNMC or entrusted to UNMC for academic, research, patient care, or administrative purposes. <br />  
::"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 />


=== Policy ===
Protected health information shall be transmitted in accordance with the UNMC Policy 6057, [[Use and Disclosure of Protected Health Information]]<br />
<br />  


In accordance with the Health Insurance Portability and Accountability Act of 1996  (HIPAA), Executive Memorandum No. 27, and UNMC Policy No. 6045, Privacy, Confidentiality and Information Security, and UNMC Policy No. 6057, Use and Disclosure of Protected Health Information, workforce shall use facsimile (fax) transmissions in a manner that will safeguard private and confidential information to the extent possible.  
Verify new fax numbers (including autofax) prior to using them. Never fax information to an unknown fax number.<br />


Department administration shall determine what information entrusted to their department is private and/or confidential and shall communicate methods of protecting that information from acquisition through destruction to appropriate persons associated with their department. UNMC workforce and business associates with access to private and/or confidential information will be held accountable for maintaining confidentiality.<br />  
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 />


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


'''Privacy''' is defined as the right of individuals to keep information about themselves from being disclosed.
Remove faxed documents from the fax machine promptly.<br />


'''Protected Health Information (PHI)''' is individually identifiable health information.  Health information means any information, whether oral or recorded in any medium, that:
Do not install facsimile machines in high traffic areas with access to unauthorized personnel.<br />
   
* is created or received by UNMC; and
*    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.
 
Records containing PHI, in any form, are the property of UNMC.  The PHI contained in the record is the property of the individual who is the subject of the record.
 
Protected health information excludes education records covered by the Family Educational Rights and Privacy Act (FERPA), and employment records held by UNMC in its role as employer.
 
Workforce refers to faculty, staff, volunteers, trainees, students, independent contractors and other persons whose conduct, in the performance of work for UNMC, is under the direct control of UNMC, whether or not they are paid by UNMC.
 
For more information, contact Sharon Welna, Security Officer, or see Facsimile Transmission Procedures.
 
Template for Fax Cover Letter / Facsimile Transmission Procedures
 
This is a new UNMC Policy.<br />
 
This page updated on Tuesday, August 26, 2003, by dkp.

Revision as of 10:44, August 25, 2014

Human Resources   Safety/Security   Research Compliance   Compliance   Privacy/Information Security   Business Operations   Intellectual Property


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

Policy No.: 6065
Effective Date: 03/17/03
Revised Date: Draft
Reviewed Date:

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."

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

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

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 destroy the document.

Remove faxed documents from the fax machine promptly.

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

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