When sending your patients’ medical records by postal mail, you need to adhere to HIPAA rules. First-class mail is acceptable, but not standard or bulk mail. First-class mail requires certified delivery, which guarantees proof of delivery. You can also combine it with Registered Mail for even greater security. To avoid potential data breaches, consider using letter envelopes or self-mailers instead of postcards. Using standard mail may not meet HIPAA requirements, and you can’t be sure of its delivery.
Another concern about mail-based medical records is the potential for errors. A recent case involved an insurer that sent pharmacy benefit change communications to members. The letters contained the member’s condition. This breach was investigated by the Office for Civil Rights, which found that the envelopes failed to protect the PHI. The insurer settled with the patient, but HIPAA still requires a lot of care. While postcards can be effective, providers need to follow the HIPAA rules for mailing medical records by postal mail.
HIPAA also requires healthcare providers to respond to a request for a medical record within thirty days, though some states have shorter deadlines. However, healthcare providers have the potential to forget about or delay a request due to another request. A typical request should involve at least seven phone calls for status updates over 30 days. This will prevent any unnecessary delays. Also, the law stipulates that healthcare providers must keep patient records confidential.
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