Information Governance Records Management Guidance Note Number 007: Health Records Policies and Procedures Polices and Procedures

005. Electronic Transmission of Patient Identifiable Data

1. Opening Statement

The protocol should conform with the guidance contained within NHSMEL (1997) 45 " Guidance on the use of facsimile transmissions for the transfer of personal health information" and local policy on e-mailing patient identifiable data. For the safe transmission of electronic patient data no information identifying the patient should be faxed.

2. Safe Haven

Record location of safe haven fax.

3. Removal of Demographic Details

List steps followed before faxing information i.e. photocopy original, blank out patient identifiable information etc.

4. Receipt of faxes

Acknowledge receipt, date stamp etc.

5. Receipt of Electronic Referrals

Detail local procedure on receipt of electronic referrals etc.

Definition of Terms & Acronyms

Reference (National/local guidelines, standards and legislation)

Links (related policies and guidance) can also include web links if applicable

NHSMEL (1997)45 "Guidance on the use of facsimile transmissions for the transfer of personal health information"

Policy 002 : Confidentiality/Security and the Release and Management of Information

Policy 009 : Missing Case records