Patient confidentiality is a primary concern for health care facilities. Since mishandling information can result in fines as well as loss of credibility, it’s important to place emphasis on protecting each piece of health information. It’s critical that care be taken to safeguard health information to prevent misuse as well as promote trust for the health care system.
Instructions
1. Maintain secure filing systems. This applies to both electronic and paper health information. Medical records should be stored in a restricted area utilizing a standard filing method, such as the alpha-numeric system. Electronic systems should be password protected, giving each individual user the appropriate access level. For example, a pharmacy technician doesn’t need access to home health records or surgical consultation notes. Ensure that the passwords used to access the system are strong and kept in secure locations.
2. Restrict access to health information. Maintain positive control over every piece of health information within the facility. For example, utilize a sign out system to track the location of medical records and other sensitive information. This will help prevent items from being misplaced or being viewed by unauthorized individuals. Require written patient consent before releasing health information to third parties, including insurance carriers.
3. Lower your voice. Use a quiet voice when speaking about specific patients. Although you may need to discuss health information with other staff members, avoid doing so in busy hallways or patient areas. Another patient could easily overhear your conversation. Leave all discussions pertaining to the identity, condition and treatment of any patient at the office.
4. Use the shredder. Items that are no longer needed should be shredded immediately. Each work section should have access to a shredder to prevent sensitive materials from being dropped or left in the open. Consider using a shred box in a secure centralized location if shredders aren’t readily available for each work section.
5. Patrol for violations. Monitor the security of medical records rooms and other information-rich areas. View the sign out sheets on a consistent basis to ensure that the information is in the correct location with the appropriate individual or section. Check desktops and counters to ensure no sensitive information is visible to unauthorized personnel including other patients. Offer incentives for rule compliance.
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