![]() Lastly you should never use standard mail under any circumstance when sending PHI.Īs with any rule, there are always exceptions. It also ensures you have a record of everyone who received the information in case the patient ever asks or if you are ever audited for compliance.įirst class mail is a protected class of mail and is acceptable for certain types of notices. In some cases, PHI should even be sent by certified mail, which means the intended recipient needs to sign for it.Ĭertified mail provides prove that the mail was delivered and verifies when it was received. Here too you must comply with HIPAA rules. The final method for sending PHI is through the mail. It is possible that the insecure nature of fax machines-and the growing use of email-may soon render faxing of PHI obsolete. Faxes should be stored in the machine’s memory and only printed by an authorized user.Fax machines should be kept behind a locked door.HIPAA fax rules must be applied in order to ensure that only the authorized person receives the PHI: In turn, anyone walking by can see printed faxes sitting out in the open. Incoming faxes might sit in a tray for hours until someone comes to check. Often, fax machines are kept in a public area. Send by Faxįaxing PHI is another quick and easy method however, it can be problematic. These services add extra protections to secure PHI and ensure only the authorized person can access it. ![]() In order to comply, you would need a specialized email encryption service. Have a method of revoking access to the information when it’s no longer needed or if you sent the information in error.Have a method of verifying the identity of the person who is authorized to receive the information.If you’re sending medical information via email you must: However, SSL and TLS alone do not provide enough protection. Encryption means the information is disguised so an unauthorized person cannot read it. The most popular email systems like Gmail, Microsoft Exchange, and Outlook use SSL or TLS encryption protection. Certain encryption standards must be met. Data can be delivered in seconds without having to print or mail anything. Patients and providers often appreciate the ease of emailing medical information. How can you stay compliant? Let’s look at the various methods for sending medical information. The problem comes in sharing “need to know” information without violating HIPAA regulations. The information must be sent, either by email, fax, or through the mail. ![]() Patients and other providers need to know certain information in regards to possible medical conditions or treatment. The Challenges of Sending Medical Information Full facial images or any comparable imagesīasically, anything that could help someone determine a person’s identity is considered PHI. ![]() ![]()
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