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Safeguarding patient information (PHI) is crucial in healthcare. This guide provides essential practices for encrypting, shredding, and protecting PHI. Always use "phi" in the subject line of emails containing sensitive information and check with IT to ensure devices and storage are encrypted. Be cautious with email forwarding and ensure that electronic media is cleared or destroyed properly. Secure messaging systems and proper faxing protocols are also outlined to minimize risks of unauthorized access. Follow these steps to maintain compliance and protect patient privacy.
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Encrypt, Shred, Protect (ESP) 9/14/2011
Encrypt it! • Always put “phi” in the subject line of e-mails that contain patient information • Check with your IT support team to ensure that your laptop is encrypted (or any device with PHI) • Work with your IT support team to encrypt your jump drives or other storage device 9/14/2011
Quiz on e-mailing PHI • For each of the e-mails in the following slides, indicate whether it should be sent 9/14/2011
E-mail #1 – is this OK? 9/14/2011
E-mail #1 – NO! 9/14/2011
E-mail #2 – is this OK? 9/14/2011
E-mail #2 – NO! 9/14/2011
E-mail #3 – is this OK? 9/14/2011
E-mail #3 – NO! 9/14/2011
E-mail #4 – is this OK? 9/14/2011
E-mail #4 – Yes! 9/14/2011
E-mail #5 – is this OK? 9/14/2011
E-mail #5 – NO! 9/14/2011
Receiving outside e-mail securely • Can patients or business associates outside the University initiate secure messages to me? • Yes, third parties may send secure messages to all @utah.edu addresses after first registering with the Cisco Registered Envelope Service (CRES). In order to register, the third party must have first received a secure e-mail from a University associate. 9/14/2011
E-mail #6 – is this OK? 9/14/2011
E-mail #6 – Questionable • Better to use your UMail account 9/14/2011
Beware e-mail forwarding • If you set your e-mail to auto-forward, you may inadvertently forward PHI without encrypting it • Others may auto-forward e-mail you send, so be sure to add “phi” to subject line even if sent internally 9/14/2011
Reference • Instructions on how to send PHI securely can be found here: • http://www.secureit.utah.edu/training/securemail/index.html 9/14/2011
Shred it! • Paper, film, or other hard copy must be shredded or destroyed at end-of-life • Electronic media containing PHI must be cleared, purged, or destroyed • Redaction of paper records is not an approved method of rendering PHI unusable 9/14/2011
Protect it! • Curb your curiosity • Double-check all mailings • Use the applications portal (Citrix) • Secure all FAX machines • Use secure paging systems • Protect PHI at all times from unauthorized use 9/14/2011
Faxing • Use “10 digit dialing” • Remember to include “9” for outside numbers • e.g. 9-1-801-5XX-XXXX • Double-check your number before sending 9/14/2011
