FACSIMILIE AND EMAIL TRANSMISSION POLICIES AND PROCEDURES

1. The fax cover sheet and e-mail transmissions must have a confidentiality statement at the bottom

2. A written authorization for any use or disclosure of individually identifiable health information made via facsimile machine or electronic e-mail is obtained and available in the medical record

3. Faxes can only be sent by authorized and designated MCR personnel

4. Only fax machines secured behind the front desk area and in the MCR of health care or medical provider offices are to be used to send and receive faxes that contain individually identifiable health information

5. Fax machines are to be checked regularly for faxes that contain individually identifiable health information by MCR staff and immediately secured in the appropriate location

6. Fax machines should be pre-programmed to destination numbers whenever possible to eliminate errors in transmission from misdialing

7. Fax and e-mail senders of individually identifiable health information should routinely check and re-check fax numbers and e-mail addresses of recipients before transmission

8. Destination numbers and e-mail addresses should be checked and confirmed at least quarterly. Frequent recipients of individually identifiable health information should be encouraged to notify you if their fax number or e-mail address is to change

9. Contact the receiver and ask that the material be returned or destroyed if the sender becomes aware that a fax or e-mail was misdirected

10. Unless otherwise prohibited by law, information transmitted via facsimile is acceptable and may be included in the patient's medical record. Note, however, that fax copies may fade and may need to be photocopied