Policy Manual sample

MDT Home Health Care Agency, Inc. FAX PRIVACY POLICY To ensure patient confidentiality when using a faxmachine to transmit individually identifiable health information. “Health information”, under HIPAA regulations, is defined as any recorded information relating to the health of an individual, the health care provided to an individual, or the payment for health care provided to an individual. Such health information is referred to as PHI (personal health information) in this policy. MDT Home Health Care Agency, Inc. employees shall follow the procedures set forth below when faxing PHI. PROCEDURES: 1. Limit Faxing of PHI a. Utilize the mail for routine transmittal of PHI and mark it "confidential." b. PHI needed for emergent patient care may be faxed. c. Do not fax PHI regarding substance/alcohol abuse, AIDS, HIV or other information that is strictly controlled by federal and/or state law. 2. Use of Fax Machine a. Do not fax or receive PHI on a fax machine that is accessible to the public. b. Numbers on the Patient Fax Sheet will be verified as communicating with a confidential fax machine before being added to the sheet. c. Frequently dialed fax numbers should be programmed into the fax machine and reviewed as needed to assure the number is current. 3. Faxing Confidential Patient Information a. The MDT Home Health Care Agency, Inc. Fax Transmission Cover Page shall be used each time PHI is faxed. b. The following information shall be completed on the Cover Page: - Date of fax transmission - Recipient's name - Recipient's fax number - Recipient's telephone number - Sender's name and telephone number Home Health Agency Policies A-88