Home Health & Hospice

We still use the fax machine often to obtain records. How can we ensure we are being careful with the records?

Homecare Insider, March 28, 2014

Q: We still use the fax machine often to obtain records. How can we ensure we are being careful with the records?
 
A: It is important to develop a procedure for faxing information. Here are some tips to include:
·         Protect the fax machine. Place it in a designated location, out of the main traffic flow and accessible only to designated clinical personnel. Consider the use of a separate machine for patient records and related use.
·         Confirm fax ­numbers before ­transmission. Preprogram telephone numbers into the fax machine to avoid ­misdialing.
·         Use a cover page that ­designates information as confidential.
·         Confirm the receipt of the transmission. Some agencies incorporate a receipt page that the receiver faxes back. Others request a telephone call from the receiver.
·         Maintain a file of fax ­transmission cover letters.
·         File the information that was faxed in the patient’s clinical record.