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Facsimile Transmission of information

Personal health information shall be transmitted by fax to facilitate timely patient care management.

Senders must use discrimination in determining the selection and number of documents to be transmitted. Only information for continually of patient care shall be transmitted.

The sender of personal health information shall be responsible for ensuring security of the information being transmitted. The sender will inform the recipient of the sensitivity of the information and confirm the fax number.

Incoming Facsimiles – Information received from other facilities, professionals, agencies regarding a patient within the Brant Community Healthcare System will be retained as a permanent part of the patient record.

The use of the fax to receive physicians' orders and or requisitions is permissible if the faxed order has been dated and signed by the physician and is legible when received. These faxed orders must also comply with all Hospital Policies and Procedures and appropriate regulations. Faxes received for the purpose of patient care must have the orders or requisitions state the following:

•  patient surname

•  given name

•  sex

•  date of birth

•  address

•  Patient telephone number

•  Health card number

•  Signature of physician on the order/requisition

•  Date of order or requisition

•  the department who is to receive the order/requisition

•  Contact telephone and fax number for the physician for clarification of the order/requisition

Outgoing Facsimiles - Security measures shall be implemented prior to the transmission of personal health information.

Security: include all listed

Security measures:

•  Ensure you have an accurate fax number.

•  Check the accuracy of the key entry of the fax number prior to sending the transmission.

•  Program all common fax numbers

•  Ensure all demographic and sender information is provided

•  Incident reports are required in situations of misdirected fax transmissions.

During active care, release of patient information by FAX machine to a physician currently involved in the care of the patient will not require an authorization. Fax cover sheets recording the documents sent during active care, will provide a permanent record of communication and will be retained on the patient record.

The sender of patient information must provide the following demographic data in order for a fax to be acceptable:

•  patient surname

•  given name

•  date of birth

•  The name of the sender

•  The date of transmission

•  phone number or extension of sender

•  list documents on coversheet being transmitted (this will alert the recipient if a document is not received. It is also a record of communication)

An authorization for release of patient information by FAX is required to transmit information to any facilities or non-privileged physicians who were not involved in the care of the patient during their hospitalization, other than an immediate transfer of care to a receiving facility. Aside from the normal distribution of reports, requests for information after discharge shall be directed to the Health Records Department.

It is imperative that the names of all attending physicians are entered into the Meditech system to ensure reports are distributed appropriately.

Sending a facsimile:

•  All information sent by facsimile must be accompanied by the approved Brant Community Healthcare System Facsimile Cover Sheet.

•  To ensure the accuracy of the Fax number being dialled, a visual check on the Fax machine is made to ensure the correct number has been dialled before sending the document.

•  Fax machines are to be used by authorized personnel only, and only in the course of Hospital business.

Misdirected Fax:

If a fax recipient notifies the sender of a misdirected fax, the sender will inform the recipient that arrangements will be made to retrieve the information. The sender will complete an incident report and inform their manager. The manager will contact the Chief Privacy Officer or manager, Health Information Services who will make arrangements to retrieve the information or be reasonably satisfied that the information has been destroyed.

In accordance with the Personal Health Information Act the patient whose personal health information has been misdirected will be notified.

NOTE : Location of fax machines capable of overseas transmission – Health Records, Administration

Location of fax machines: Administration, Health Records, Laboratory, Mental Health, Patient Registration, Pharmacy, Pre-op Clinic, Materiel Management, Diagnostic Imaging

EQUIPMENT SUPPORT:

Prior to the distribution of fax equipment to a patient care area, pre-programming of physician contact numbers will take place by The Document Source Centre. After distribution of the equipment to an area, continued pre-programming is the responsibility of the department.

The Document Source Centre will provide support to areas with a fax machine or multi-function equipment, however, departments are to be responsible for the day to day operation of the equipment. Contact extension 2220 should equipment require service.

NOTE: There are approved facsimile cover sheets: Clinics or departments established by the hospital must use of the appropriate cover sheet with department information provided. These cover sheets are located on the S: drive, under the Templates folder.

Ref: Nursing Policy N-IV-500