HIPAA Cover Sheet Tips, Requirements and Free Templates

Patient confidentiality of one of healthcare’s biggest headaches. HIPAA (The Health Insurance Portability and Accountability Act) makes it obligatory, and non-compliance can land providers, businesses, and individuals in hot water and incur millions in fines. Faxing is the most common method of sending protected health information (PHI) from point A to point B, since it’s more secure than email. But extra precautions, like a HIPAA-compliant fax cover, can help you keep info secure and in the right hands. This article explains how to make a solid HIPAA cover sheet that keeps PHI secure and complies with HHS.

HIPAA Compliant Fax Cover Sheets

Choosing the right HIPAA compliant fax cover sheet template can save you time and meet all regulatory requirements. Download a template that fits your needs, then add it as a cover sheet in the app or print to fax at a location near you. The PDFs are fillable so you can open them in a desktop browser and fill out as you see fit.

Fax App has HIPAA compliant cover sheet templates to download and customize. These templates have all the necessary elements:

• sender and receiver info
• date and time
• total pages
• confidentiality statements

Use these templates to be HIPAA compliant and protect patient information:

What is a HIPAA Fax Cover Sheet?

The main idea of a HIPAA cover sheet is to add a protective layer to any PHI you send via fax. It lands ahead of all the other documents and tells whoever receives the fax that there’s confidential info in it, and they should handle it with care. These sheets are not optional, so don’t look at them as a regular “best practice” – they keep you in compliance.

A HIPAA-compliant fax cover shelters PHI in two main ways. First, it’s a clear statement that warns off people and tells them to return the fax or destroy it if they’re not the right person to deal with it. Second, the sheets give a bit of extra reinforcement of how important privacy is – they have a disclaimer that explicitly states the legal fallout of unsecured PHI.

What Information to Include on a HIPAA-Compliant Fax Cover Sheet

Unfortunately, HIPAA fax cover sheets can be a bit confusing at first, since they require some seemingly small details. But the devil’s in the details, so you have to keep in mind to include everything to protect everyone on both ends of the fax. Here’s the lowdown on what info a good HIPAA-compliant fax cover needs.

Sender and Receiver Information

Item #1 is accurate sender and receiver info. As a rule, you need the names and fax numbers of both. It’s a bit of a hedge against human error – if someone types in the wrong number when they dial, the recipient can verify from the cover that they are not the right person. Simple, yes. But a heads-up with sender/recipient info can preempt a serious privacy breach.

It can also help nip technical issues in the bud. For example, if there’s a problem with transmission and the data comes in corrupted or incomplete, the recipient knows who to reach out to for a redo. It’s an easy way to make sure the delivery is accurate and complete.

Date and Time of Fax

Whether you work in healthcare or any other large industry, you probably understand the importance of call logs. Including the date and time on a HIPAA fax cover sheet enables the same sort of function. It’s basically the first stop on an audit trail. Moreover, it helps track whether faxes sat around for a while before someone picked them up – hugely important for referrals or communicating test results. So, if there’s a dispute or regulatory inquiry, date and time become super important.

Number of Pages

It sounds small, but letting the recipient know how many pages are in the entire fax lets them know for certain that they’ve received the complete transmission. In healthcare, a single page could have critical info, so giving the recipient a way to verify they have everything could (quite literally) be a lifesaver. If the numbers don’t match, the recipient can quickly ask for whatever’s missing.

Sender and Receiver Information

Unfortunately, HIPAA fax cover sheets can be a bit confusing at first, since they require some seemingly small details. But the devil’s in the details, so you have to keep in mind to include everything to protect everyone on both ends of the fax. Here’s the lowdown on what info a good HIPAA-compliant fax cover needs.

HIPAA Disclaimer

1. Confidentiality Notification: The disclaimer should state clearly that the fax is confidential and only the intended recipient should use it. Legal-sounding jargon spooks people, so it’s a fantastic warning that the wrong person shouldn’t view, share, or act upon the PHI.
2. Botched Delivery Instructions: It should have instructions on what to do if the fax missed its target. Generally, it entails something like contacting the sender or destroying the contents of the fax.
3. Legal Protection: Finally, the disclaimer can show that the sender did everything they could to protect PHI – helpful for disputes or audits.

A HIPAA disclaimer could look something like this:

“This fax contains confidential information intended only for the individual named. If you are not the intended recipient, you are hereby notified that any disclosure, copying, distribution, or use of the contents of this fax is strictly prohibited. If you have received this fax in error, please notify the sender immediately and destroy the original message and any copies.”

Best Practices for HIPAA-Compliant Faxing

A good HIPAA cover sheet is priority #1 for compliance, but there’s more you can do. Since faxing is a point-to-point process, there are several opportunities for a security breach. These tips are for healthcare and other organizations to maintain HIPAA compliance.

Updating Software and Fax Apps

You should have the most modern software, firmware, and hardware possible. Degrades first, but it’s the easiest thing to update. New security patches and other features can prevent hackers from infiltrating. A lot of digital fax solutions, like Fax App, roll out updates automatically, so the latest security measures are always in play.

Physical Security

You need to secure fax machines, whether it’s in a locked room that requires authorization or it’s under constant monitoring. Either way, people who are not authorized to handle sensitive info should have access – don’t leave PHI unattended!

Network Security

Unsecured networks are a hacker’s paradise. That’s a problem for everyone, but it’s double for any network that handles PHI. Secure, password-protected, and data–encrypted networks can put the bad guys off their game. For example, digital fax services like Fax App use full end-to-end encryption.

Audit Trails

A breach could happen, and regulators could start an audit. As we mentioned, the HIPAA cover sheet starts an audit trail that tracks and logs everything to do with PHI. The logs consolidate info on the sender, intended recipient, date and time, and page count of every fax. That way, you can track down issues, troubleshoot, and show you did everything to stick with HIPAA regs.

Using Fax App for HIPAA-Compliant Faxing

Fax App makes it easy to stay compliant with HIPAA. It’s got a ton of features to help healthcare providers juggle sensitive info securely and keep them from violating anyone’s privacy. Moreover, as a smartphone app, it obviates the need for large, physical fax hardware. There are several other ways Fax App can help as well.

Pre-built Templates

We have a bunch of HIPAA cover sheet templates available for download. They’ve got everything you need, like sender/receiver info, date and time, number of pages, and confidentiality statements. You can use them as-is or tailor them however you like.

Document Scanning and Cloud Integration

Fax App uses advanced image recognition, so you can scan physical documents with your camera into a readable digital format. This lets you keep sensitive physical data under closer scrutiny. Also, Fax App interfaces with iCloud, Google Drive, and Dropbox. You can upload secure documents to the cloud, which gets them off unsecured devices. Finally, Fax App has end-to-end encryption and real-time fax tracking. It takes care of network security and makes it easier to set up that audit trail for later reference.

Common Mistakes to Avoid in HIPAA Faxing

The most important thing to avoid is not having a HIPAA-compliant fax cover sheet. But plenty of other things can go wrong. Here are some of the most common pitfalls that lead to data breaches and non-compliance.

Misdialing Fax Numbers

Even the most professional employee makes mistakes, and human error is impossible to eliminate completely. That said, you can cut down on it by slowing down some processes. For example, set up a verification system where people have to double-check fax numbers before they send PHI. It could involve a manual log or require a second set of eyes on the number. You could also use pre-programmed numbers for frequent recipients—anything to slow down or automate the dialing process.

Leaving Faxes Unattended

We mentioned physical security above. It’s not uncommon in busy offices for faxes to sit in the tray for a while before someone gets to them. This is unacceptable for PHI. You should either physically protect the machine or monitor it continuously, so info doesn’t sit around. You can also switch to a full digital solution like Fax App, which has a secure inbox that only authorized users can access.

Inadequate Employee Training

Poor training equals sloppy handling. Everyone on staff should understand the basics of HIPAA compliance. But you can’t ditch basic IT knowledge. How to use a fax machine, program, or app shouldn’t be arcane knowledge in your office. If everyone understands both aspects of HIPAA compliance, they are more likely to reduce transmission errors and other security breaches proactively. Get everyone on the same page.

Securing Patient Data with Fax App: The Final Word on HIPAA Faxing

Handling PHI safely is an ethical imperative, but HIPAA makes it a legal one, too. Everything starts with a HIPAA cover sheet—it’s the protective layer that lets the person on the other end know they’ve got sensitive data incoming and tells them what to do if they are not the intended recipient. Beyond this, your organization should follow some pro-tips, like training, updating equipment, and setting up an audit trail. These will all help secure the physical and digital sides of faxing.

Fax App makes this all easier by offering downloadable cover sheet templates, encryption, cloud storage, image processing, and many other features. It is a full-spectrum fax solution that will help your organization keep private health info private and stay HIPAA compliant.