Avoiding HIPAA Violations When Faxing

Security is one of the greatest concerns that hospitals and other medical facilities have when it comes to their faxing. One of the major concerns that they have in their workplaces avoiding HIPAA violations. While online medical databases have made it easier to securely transmit records, sometimes faxing them is still necessary. That’s why it’s imperative that employees are trained in HIPAA compliant faxing.

Here’s how you can teach your employees to avoid HIPAA violations when faxing:

Confirm the Fax Number

Staff members need to confirm that they are sending the records to the correct phone number before they send the fax. When faxing, they should double-check the number they have entered into the fax machine before pushing send.

For numbers you commonly send faxes to, save the number as a speed-dial number. This will prevent accidentally making a mistake when manually entering the number.

If it’s the first time you’re sending sensitive information to a fax number, you may want to send a test fax to that number first as a way of confirming that it is correct.

Always use a Cover Sheet

The cover sheet should identify the intended recipient and state that the information is for that recipient only. This cover letter will usually be printed by the recipient’s fax machine last, meaning it will print out on top of all of the other pages in your fax, thus making it difficult for anyone to walk by and see sensitive information.

Wait for the Fax to Send

Many people start their fax machine and then walk away. However, with information protected by HIPAA, you need to wait by the fax machine until it has successfully sent so no one can come by and pick up your documents. You also want to make certain that the fax was sent successfully.

If you’re receiving sensitive information, you should pick it up as soon as possible. If you see a fax like this is on the fax machine, take it directly to the recipient and do not read anything more than necessary.

Try Out Hybrid Faxing

Hybrid faxing is one of the most secure faxing methods in the modern world. Using a server like Rightfax, you and your employees can easily keep HIPAA documents secure, and potential violations to an absolute minimum. It’s a cloud-based system that is easy to learn and quick to install.

When it comes to hybrid fax servers, count on The Fax Guys to set up and support your server. Contact our team today to upgrade your current system.