Introduction of HIPPA Compliant Fax Cover Sheet
Whenever you send out Medical Records ( Email, Fax, Courier, etc.) they must be secure and private. So any mode of communication must adhere to this HIPPA compliance is a must. And thus it apply to sending fax online also. Any requirement of yours where you need to fax medical records, make sure you always use HIPPA Compliant Fax Cover Sheet. This makes you legally safe and compliant with State Laws
Background of HIPPA
The Health Insurance Portability and Accountability Act (HIPAA) is an act that aims to standardize the electronic transmission of medical transactions. While covering various aspects, we will specifically focus on HIPAA’s compliance requirements for transmitting medical records.
How to make your Fax Cover Sheet HIPPA Compliant?
To make your fax cover sheet HIPPA compliant please ensure it has following factors in place.
Sender’s information-
As this fax cover page pertains to a medical transaction, it is imperative that every information presented here is absolutely accurate. There should be no room for error, necessitating a thorough re-check before sending it out.
Recipient’s Information –
While typically included, it is crucial to ensure accuracy in medical records intended exclusively for the recipient, free of errors. It is important to remember that sending medical faxes to the wrong person is not HIPAA-compliant.
Date and Time-
Although your fax program may already include this, it is crucial to explicitly mention it to prevent any possible discrepancies. Any information presented on your fax cover sheet will be deemed as accurate.
HIPPA Disclaimer-
The HIPAA-compliant fax cover sheet requires a confidentiality statement affirming security and exclusivity for the recipient. If the fax is received by an unintended recipient, promptly contact the sender to reverse or destroy the document.
Here’s a sample HIPPA Disclaimer (Note that, it is just a sample, you need to verify from your legal resource before using it)
IMPORTANT: This facsimile transmission contains confidential information, some or all of which may be protected health information as defined by the federal Health Insurance Portability & Accountability Act (HIPAA) Privacy Rule.
This transmission is intended for the exclusive use of the individual or entity to whom it is addressed and may contain information that is proprietary, privileged, confidential and/or exempt from disclosure under applicable law. If you are not the intended recipient (or an employee or agent responsible for delivering this facsimile transmission to the intended recipient), you are hereby notified that any disclosure, dissemination, distribution or copying of this information is strictly prohibited and may be subject to legal restriction or sanction.
Please notify the sender by telephone (number listed above) to arrange the return or destruction of the information and all copies.
HIPPA Compliant Fax Cover Sheet Templates
By now, you should grasp the significance of using a HIPAA-compliant fax cover sheet and adhering to state laws. To ensure compliance, you must either create your own templates or download them from authentic sources. Our Template section offers several HIPAA-compliant fax cover sheet templates. Please visit the Hospital Fax Cover Sheet Templates to explore them.
