Faxes & Copy Machines

Fax Machines and PHI

When transmitting PHI via fax, safeguard the information with the following simple steps:

1. Verify
   • Call the intended recipient and confirm the number.
   • For pre-programmed numbers, on a routine basis, call the recipient to confirm that the fax number has not changed
2. Check for Accuracy
   • Double check to be sure you entered the right number before pressing send.
   • For outside calls, be sure the 9 (for local) or 9-1 (for toll and long distance) precedes the number you are dialing.
3. Use a Cover Sheet
   • Be sure your cover sheet includes:
     • Name of the intended recipient (not just a department name)
     • Phone/fax number and location of the intended recipient
     • Your name, phone/fax number, location, date and number of pages you are sending.
     • Standard statement of confidentiality.
     • Instructions if fax is received in error.

Remember that PHI should only be sent via fax when absolutely necessary. Utilize the mail or rely upon Health Information management release of information procedures when appropriate.

Copy Machines, Printers and PHI

When utilizing a Xerox machine to copy documents that may contain PHI, or when printing documents from your computer that may contain PHI, it is important to remember: (1) do not leave the original or copy of the document on the Xerox machine, and (2) do not leave your printout in the tray for the next user to view. These items can be easily forgotten and will eventually be retrieved by the next user or "unauthorized viewer". Also, if these machines experience a paper jam, you need to ensure that all jammed areas are cleared.

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