Guidelines For Mailing Medical Records Hipaa

Mailing medical records is a common way of transmitting protected health information to healthcare providers. However, the mail system poses a number of risks, such as the possibility of data breach. In order to avoid such issues, it's crucial to follow certain guidelines. First, make sure the recipient can trust the shipping company. Although a contracted mailing service may not fully understand HIPAA security requirements, the patient should check their mail before entrusting it to anyone.

Second, mailing medical records may lead to errors. In one case, an insurer sent a pharmacy benefit change communication to a member and included a patient's medical condition in the envelope. The Office for Civil Rights investigated and found that the provider did not adhere to HIPAA's reasonable safeguards. Ultimately, the case was settled, and the healthcare provider has agreed to follow the Privacy Rule in future correspondence.

Third, mailers should use a secure envelope when sending PHI. Certified mail, for example, offers a dependable proof of delivery. It also ensures that the recipient can track the package. Moreover, if mailing records to medical professionals, it is best to choose a certified mailer.

Direct mail can also be an effective method for sending medical records. The right mailing service can ensure HIPAA compliance and protect the privacy of PHI. A HIPAA-compliant mailer should adhere to strict guidelines regarding HIPAA compliance. In addition, they must not divulge any PHI, which includes patient's name, type of medical service, diagnosis, cost of care, and other details.