I have a question about HIPAA cover sheets. Our fax cover sheet contains the language as recommended. Can we then put patient info on the cover sheet or does HIPAA not allow any private info on the cover sheet, only allowed on the accompanying sheets? Show
First, a disclaimer: FaxAnswers.com cannot provide legal advice. To be absolutely certain you are obeying HIPAA regulations to the letter, you need to seek out a legal expert. Now, as for your question, there is actually some disagreement on this issue. To be safe, I would put any identifying information on a second sheet. That’s how big universities and hospitals seem to do it, and that’s probably the most legally precautious route to take. The logic here is that the cover sheet informs a recipient that the information in the fax is confidential and that if the fax has reached an unintended recipient, it needs to be destroyed unseen. That doesn’t do you much good if that sensitive information is on the cover sheet. Ergo, I would say it’s logically not a good idea. That being said, if there is no identifying information on the cover sheet, an unintended recipient might be forced to look on the second page to find out the intended purpose of the fax. Therefore, some people recommend putting the last name of the patient (and nothing else!) on the first page for identification purposes. Most importantly, you should keep in mind that there’s more to faxing sensitive patient information than just a cover sheet. For example, if you’re faxing highly sensitive information, you need to double check the fax number, call the person you’re faxing to make sure they’re there to receive it, and then wait for the recipient to call you to make sure it was received in its entirety. These steps are in some ways more important than the cover sheet, because by following this protocol you will never encounter information going astray in the first place. So, to summarize: if you have to fax medical information, don’t put any information identifying the patient on the cover sheet. Do you have a question about faxing? Send me your fax question. This entry is filed under Fax Broadcasting, Fax Machines, Internet Fax Services, Other Communications. Privacy and Security of an individual’s medical records and health
information is more important than ever in an age of daily reports of hacked servers and data theft. HIPAA addresses these concerns; it’s regulations are strictly enforced and have shaped how medicine is practiced in our country. There is no official HIPAA cover sheet but the cover sheet should contain the following information to be considered HIPAA compliant:
Where and how to put attention on a fax?The attention (“Attn”) will be followed by the name of the recipient. The “Attn” line should always appear at the very top of the delivery address, just before the name of the person you’re sending it to. Use a colon after “Attn” to make it clearly readable. The attention line on a letter or package should be placed above the organization’s name. The attention line makes it clear when the correspondence or package reaches an organization’s mail room who the intended recipient is. Does a fax cover sheet go first or last?The fax cover sheet should go first. A cover sheet when sending a document by fax, or facsimile, is as important as the document itself. The cover sheet provides vital information about who the fax is for, how many pages there should be and what the document refers to or what it is to be used for. Place the cover sheet on top of all other pages being faxed. This will let the receiver know whether he has received all of the documents when the fax comes through. Then, send the fax as you normally would. Does a fax cover sheet count as a page?Yes, you should always include a fax cover page when sending a fax, unless the recipient specifically asks not to have one. Count all of the pages, including the cover page, and put the number in the space for the number of pages. This helps the receiver make sure they didn’t lose any page in the transmission. Can a fax cover sheet be handwritten?Yes, and these free fax cover sheet templates are printable. After downloading, you can print out the templates and handwrite the details if you’d like. How to Put a Logo on a Fax Cover Page?Add an image, such as a company logo, to the fax template by clicking the “Insert” tab. Click “Picture.” Browse to the logo and double-click the file name, then drag it into place on the fax, such as in the top center. This is also a way to dress up a fax with seasonal artwork and designs. Or you can fax from the best fax app and it allows you to put a company logo on a fax cover page whenever you’ve permitted the app to access your images on the smartphone. What does “re” mean on a fax cover sheet?RE stands for reply, as in a reply fax to some other fax or communication. What does “cc” mean in a fax cover sheet?CC stands for Carbon Copy which is a term that originated pre-computers where copies of documents were made by typing on multiple sheets of paper at one time with carbon paper in between. The term, in a fax as well as any other communication, means to send a copy to someone else. For example, if communication is: To: Joe Bloggs cc: Fred Blogs, then this is being sent to Joe but a copy is also being sent to Fred. What does “attn” mean on a fax cover sheet?“Attn” on a letter stands for “attention” and denotes the attention line. The attention line specifies who within an organization should receive correspondence or package. “Attn,” or the attention line, is used specifically when sending a letter or package to a large organization. The attention line makes it clear when the correspondence or package reaches an organization’s mail room who the intended recipient is. The United States Postal Service encourages senders to not use “attn” when addressing a package, but rather to simply write the specific recipient’s name above the organization’s name. In the case of a business letter, the attention line is above the salutation. Do mac pages have a fax cover sheet template?Yes. If you need to add a cover page to a business fax with your Mac, use the built-in utilities designed to prepare and send faxes. Cover pages help to identify important information about the fax and sender to the recipient. Typically, a fax contains a business address, name, phone number, return fax number, total pages and any notes about the contents. Once you have created the fax, you can add a cover page before sending it off using the fax wizard. Does Open Office have a fillable fax cover sheet?Yes. Open Office allows users to edit sign fill share all type of documents online. If you are not using Open Office Excel or Google Sheets you can go and download editable. Download one and open it in Word and customize it before printing. Does Staples provide a cover sheet for faxing?Many Staples stores provide you with fax services via public fax machines. Does UPS charge to fax a cover page?Yes. UPS (United Parcel Service; the guys with the big brown trucks) has over 4600 store locations worldwide, and many of those locations offer fax services. Here in the U.S. fax prices at UPS stores are as follows:
Since UPS stores are just as easy to find in many cities as FedEx or Office Depot stores, you may want to choose to do your faxing at UPS if you have to fax things on any kind of a regular basis. Does HIPAA require a fax cover sheet?Technically, HIPAA does not require a fax cover sheet. The guidelines released by the US Department of Health and Human Services did not specifically state that healthcare providers and any other company that regularly deals with transmitting PHIs must include a cover sheet when they send a fax. However, as far as best faxing practices are concerned, the answer to your question “does HIPAA require a fax cover sheet”, is yes. As mentioned earlier, a cover sheet serves as the first line of defense against committing a HIPAA violation or worse, information theft. Can you include PHI on a fax cover page?When sending HIPAA compliant electronic fax that contains a PHI (patient information), never remove the cover page. Always include a cover page that’s duly filled out. Never include the patient’s name on the cover page. It is also standard practice to include a disclaimer as it includes a warning message. The warning message stresses the confidentiality of the document. Handling sensitive patient information (PHI) should be treated with utmost care and precaution. Therefore, the exchange of data involving PHI should always abide by the HIPAA rules. The rules also apply to online data exchange, including email and fax. Related Posts:
Why is it important to send a cover sheet with a fax?If the recipient's documents are received by a traditional fax machine, a cover sheet keeps PHI protected from view when that fax lands in the document tray.
Is a fax cover sheet essential when sending a fax?You need a faxing cover letter when sending any professional documents through a fax machine. For example, if a company asks you to fax a signed copy of your contract, you can include a fax cover page letting them know what you are sending and why.
Can you put patient information on a fax cover sheet?First of all, do not use the patient's name or other PHI in the subject line on the fax cover sheet. I recommend listing a contact person and their phone number; it displays more of a sense of urgency if the incorrect fax is received.
What does cover sheet for fax?What is a fax cover sheet? A fax cover sheet is a page that is faxed to your recipient before your actual fax message and is used to identify the sender, the intended recipient, the subject, and maybe a few lines about the content of the attached documents.
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Why is a cover sheet recommended when sending information about patients by fax?
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