Write a HIPAA-compliant release of information policy and procedure for faxing protected health information.

Faxing policies are essential

Information Policy Release and Faxing Procedure to Protected Health Information

The hospital is committed to keeping patients’ protected health information (PHI) confidential through secure fax transmission. PHI must always be sent by fax. Special attention should be given to the handling of documents, their use, and disposal. In order to protect clients’ rights and meet all HIPAA compliance requirements, our facility has created this policy to be used by all employees when sending or receiving PHI via a facsimile machine.

1. Use encryption software whenever possible on any devices used for sending PHI by facsimile machine; unencrypted forms cannot contain personal information.
2. Prior to confirming the identity of the recipient, make sure you have made a call or received a digitally authorized clearance signal with the business associate.
3. Send notices/disclaimers with each form that you send to ensure confidentiality as per HIPAA guidelines.
4. TLS 1.2 is an industry standard for encrypting electronic communication over an open network.
5. Employees who are unable to verify delivery confirmation should notify their supervisor immediately.
6. Once the fransmission occurs, immediately delete log files or keep them secure in compliance with HIPPA regulations
7 Keep track of all compliance activities according to ith procedures and policies
If necessary, follow chain-of-custody protocol for paper records to assess privileged information.


“Dear Administrator[s],

I am writing this memo requesting your approval for my proposed Release of Information Policy & Procedure for Faxing Protected Health Information that adheres with hipaa regulations (as summarised above). This policy would ensure that our hospital meets its obligation towards protecting patient’s private data while also enabling us efficiently transmit healthcare related information between our organisation and other practices/healthcare services providers without compromising security or privacy parameters specified under Hipaa.”

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