UTHSC
Facsimile Transmission of Protected Health Information
Policy
The information included on all facsimile transmissions containing patient information
must be considered as confidential information and must be sent with the approved Fax
Transmittal Form as the first page of the transmission.
Procedure
1. A copy of the approved form is provided to each department manager for
distribution to the individual employees of that department.
2. All fax machine users will attach the approved Fax Transmittal Form to each
facsimile transmission before sending the transmission. The approved form
contains a message concerning the confidentiality of materials being transmitted.
3. Department managers are responsible for ensuring that each employee using the
fax machine in the respective department received instructions concerning the
policy.
4. The fax cover sheet should be maintained in the medical or dental record along
with the patient’s authorization and other correspondence.