Verbal Communication
Written Information
Computer Information
Reproduction of Patient Information ( Faxing, Photocopying )
Employee Conduct
Verbal Communication
- Patient information should not be discussed where others can overhear the conversation, for example: in hallways, on elevators, in the cafeteria, on shuttle buses, on the MBTA, at restaurants, or at social events. It is unacceptable to discuss clinical information in public areas even if a patient’s name is not used. This can raise doubts with patients and visitors about our respect for their privacy.
- Dictation of patient information should occur in locations where others cannot overhear.
Written Information- Confidential papers, reports and computer printouts should be kept in a secure place.
- Confidential papers should be picked up as soon as possible from copiers, mail boxes, conference room tables, and other publicly accessible locations.
- Confidential papers should be appropriately disposed of, for example: torn or shredded, when they are no longer needed.
- Sharing a password instead of having your own password is prohibited.
- Passwords must not be written down where others can find and/or use them.
- Employees must not log onto a computer and let someone else use it under their password.
- Employees should protect their data and computer against unauthorized use by:
- Using virus protection software
- Locking up backup diskettes or keeping them securely off site
- Locking offices whenever possible
- Employees must log off the computer system when leaving a workstation.
Reproduction of Patient Information (Faxing, Photocopying)
Fax machines are the least controllable when one transmits patient information. It is important when faxing information that the sender has the correct fax number, that they know the receiving fax machine is in a secure location, and that the patient has signed a Release of Information that allows us to release their health information to another location.
When faxing patient information, fax cover sheet should contain the following:
- The documents accompanying this fax transmission contain confidential patient information belonging to the sender that is legally privileged. This information is intended only for the use of the individual or entity named above.
- The authorized recipient of this patient information is prohibited from disclosing the information on to any other party. If you have received this transmission in error, please notify the sender immediately and arrange for the return of these documents.
When receiving faxed patient information:
- Immediately remove the fax transmission from the fax machine and deliver it to the recipient.
- Handle patient information received via fax as confidential in accordance with policy.
- Destroy patient information received in error and immediately inform the sender.
Certain patient information is so sensitive that it must NEVER be reproduced, except in cases of medical emergency and then only through the Health Information Management Department. The following types of medical information are protected by Federal and/or State Statute and may NOT be faxed or photocopied without specific written patient authorization for each occurrence:
- Communication between patient and a psychotherapist or social worker.
- Sexually transmitted disease test results or visit notes.
- HIV test results and related information.
- Substance abuse rehabilitation treatment records
- Sexual assault treatment records
- Questions about faxing patient information or routine patient information requests should be sent to the Health Information Management Department (726-2485).
- Employees with access to information about patients, employees, or business matters may only obtain information that is necessary for job performance. Regardless of the format in which information is obtained, i.e.: verbal, written, electronic or other technologic formats yet to be developed, it must be treated with the same level of confidentiality.
- Accessing any information other than what is required to do your job is a violation of the Partners Confidentiality Policy, even if you do not tell anyone else.
- Accessing data must not occur simply to satisfy a curiosity. It is unacceptable to look up data such as a friend’s birthday, address or phone number. Information is only to be viewed when required for one’s job.
Remember!
It is your responsibility to keep patient and hospital information whether it’s spoken, written, electronic or in your head - totally confidential.
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