How Can We Protect Confidentiality?

F    Access information for work related reasons only (i.e., on a need to know basis) and with proper authorization.

 F    Do not share or loan your computer access codes or passwords.

 F    Keep medical records in a secure location, away from unauthorized persons and the public. 

 F    Be aware that conversations, involving confidential matters, in the hallways, cafeteria, coffee cart lines, elevators, outside XXXXX, etc., could be overheard by many others.

  F    Avoid using cell phones, e‑mail or faxes for the transmission of confidential information.  These types of communication can be easily misrouted or intercepted. If you must use a cell phone or e‑mail, avoid using patients’ names. Use fax coversheets that warn about accidental receipt of confidential information, so errors can be returned.

 F    Properly destroy documents with confidential information (e.g., patient data, employee social security numbers, billing information, etc.).  Shredding is highly recommended.   

 F    Use equipment/resources provided by XXXXX for business purpose(s) only; it is company property. XXXXX has the right to access/inspect equipment (e.g., personal computers, electronic mail systems, databases, etc.) to ensure that it is being used for a legitimate work related reason, and/or to audit work activities.

 F    DO NOT put confidential data on grease boards such as a patient’s full name and diagnosis; you can use a patient’s first initial and last name but do not note a diagnosis. Do not post grease boards in locations that are accessible to the public, or accessible to staff who do not have a need to know.   

 F    DO NOT access unauthorized or unnecessary information on computers, or allow any other person access to, any confidential information about business operations, patients or patient care. 

 F    Supervisors should discipline violations of confidentiality policies, and take action to correct breaches.

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