Fax machines must be located in secured, non-public areas and checked by authorized personal as often as deemed necessary
Cover Sheet
- Every outbound fax must contain a fax cover sheet authorized by the HIPAA Steering Committee
- The fax cover sheet must have the following elements completed by the sender:
- Entity name
- Send to name, fax and phone number
- Sent from name and phone number
- Subject
- Date
- Number of pages
- The following wording must be used at the confidentiality clause on all fax cover sheets:
- This information is confidential. The contents are privileged and may not be disclosed to any person other than the recipient or entity listed below. If this fax has been misdirected, please notify us immediately at (614) 247-6190 to arrange for the return of the transmitted documents or to verify their destruction. The re-disclosure, copying, use or distribution of this information except as intended is strictly prohibited.
Outbound Fax
- Faxes should be sent only to the intended recipient(s)
- The fax number of the recipient for outbound faxes should be verified prior to transmitting the fax documents
- Frequently used outgoing facsimile numbers should be pre-programmed and tested to minimize human error
- Regular fax recipients should be reminded to provide notification if their fax number changes
- Outbound faxes should be monitored to ensure the transmission occurs
- Each entity/department should determine circumstances in which a confirmation statement and/or a fax transmission summary should be retained
Incoming Fax
Any incoming fax should be treated with the same level of confidentiality as outgoing faxes
- If the fax is received in error, the sender should be notified immediately
- Incoming faxes should be distributed only to the intended recipient(s)
FAQ
Q: How should I manage the discovery of an incoming fax containing PHI on the mailroom copier?
A: The fax should be placed in a red interoffice envelope and addressed to the intended recipient.