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Easily fix any errors well before continuing with your record export.
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How to Email Release of Information

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In 1996, Congress enacted HIPAA to protect the confidentiality and security of health records, which became increasingly electronic. The Health Information Technology for Economic and Clinical Health (HITECH) Act later extended these privacy protections for electronically stored and shared health records. Today, healthcare providers must comply with both laws when a health record is requested. While it may seem that only patients request their records, most requests come from external groups and organizations. HIPAA regulates who can access patient records, requiring authorization that includes nine specific criteria, emphasizing the importance of attention to detail in processing these requests efficiently.

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What is the most secure way to send medical records?

However, to truly secure patient records in transit, it is necessary to ensure your documents are encrypted from end to end. To do this, the initial device/server must encrypt the files. Then send them (encrypted) down a secure channel.

What should a release of information include?

The complete name of the person or entity to receive the protected health information (PHI) A specific description of the information to be used or disclosed, including the dates of service. The purpose of the requested use and disclosure. The expiration date or event.

Is it safe to send insurance information by email?

Sending Protected Health Information (PHI) by email exposes the PHI to two risks: The email could be sent to the wrong person, usually because of a typing mistake or selecting the wrong name in an auto-fill list. The email could be captured electronically en route.

Is Gmail secure for medical records?

The answer is yes! Gmail can be used as part of a HIPAA-compliant organization. However, only the paid version (Google Workspace Gmail, not @gmail.com email addresses) provides the features you need for HIPAA compliant email.

What are the HIPAA guidelines for email?

Emails including PHI shouldnt be transmitted unless the email is encrypted using a third-party program or encryption with 3DES, AES, or similar algorithms. If the PHI is in the body text, the message must be encrypted. If its part of an attachment, the attachment can be encrypted instead.

Is emailing a HIPAA violation?

HIPAA does not prohibit the electronic transmission of PHI. Electronic communications, including email, are permitted, although HIPAA-covered entities must apply reasonable safeguards when transmitting ePHI to ensure the confidentiality and integrity of data.

Can you send medical information via email?

Technically, you can send health information via email, but not without risks. HIPAA does permit healthcare providers to share information about patients through email, but youll need to take important, critical extra security measures.

How should an email containing confidential information be transmitted?

Encrypt it first by putting the word {secure} in the subject line, using curly brackets. c. Place the words private and confidential in the subject line.

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Email Release of Information