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Managing Fax Machines at the Riddle Center

Managing Fax Machines at the Riddle Center. Safeguards to Protect Privacy. Fax Manager Responsibilities. Handling Incoming Faxes Handling Outgoing Faxes Supervising Fax Machine Usage Reporting Fax Errors Maintaining Documentation Checking Pre-Programmed Fax Numbers. Incoming Faxes.

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Managing Fax Machines at the Riddle Center

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  1. Managing Fax Machines atthe Riddle Center Safeguards to Protect Privacy

  2. Fax Manager Responsibilities • Handling Incoming Faxes • Handling Outgoing Faxes • Supervising Fax Machine Usage • Reporting Fax Errors • Maintaining Documentation • Checking Pre-Programmed Fax Numbers

  3. Incoming Faxes • People faxing confidential information SHOULD call in advance • Fax Manager must monitor the fax machine for transmissions, or arrange for monitoring • Incoming faxes should be promptly distributed to the appropriate person, or placed in a secure place

  4. Outgoing Faxes • Prior to faxing, schedule the transmission with the recipient so the document can be promptly retrieved • Where feasible, pre-program the number • Ask routine recipients to notify you if their fax number changes • If PHI is faxed, use the new Fax Cover Letter, and confirm delivery by phone call

  5. Machine Manager is Responsible for: • Arranging for fax machine monitoring for eight hours a day • Teaching fax machine procedures to all users of that machine, and monitoring compliance • Pre-programming common numbers • Maintaining fax transmittal documentation • Reporting faxing mistakes • Checking pre-programmed numbers

  6. Reporting Fax Errors • If you are the recipient of a misdirected fax which contains PHI, dump the problem on the Privacy Officer right away

  7. If You Send a Misdirected Fax Containing Protected Health Information • Ask the recipient to destroy the fax, either by burning or shredding • Ask the recipient to confirm they destroyed the fax • Complete a “Disclosure of PHI” form and send to Resident Records • Initiate a “Privacy Incident Report” and send to Privacy Officer

  8. Maintaining Documentation • Transmittal Summaries and fax confirmation sheets should be maintained by the Fax Machine Manager for six (6) years

  9. Checking Pre-Programmed Numbers • Fax Machine Managers should test all pre-programmed numbers every three months • This is a good time to remind common fax recipients that they need to notify you immediately if their number changes, or if they receive an inappropriate fax from you

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