When mailing PHI, you should choose certified mail to make sure the document is delivered. This way, you’ll have a proof of delivery and will have a record of when the recipient received the document. First class mail is also protected and is acceptable for notices, but not for PHI. HIPAA has recently updated its rules, making mailing PHI by mail more secure. You should consider using certified mail, which includes a recipient signature, to make sure you’re adhering to the law.
Another tip: if you’re mailing PHI to yourself, you should select all that apply. Covered entities must notify individuals of any fees before imposing them. This includes testing reports. They’ll only charge you once you’ve fulfilled their request. So, choose all that apply and save time. This way, you won’t have to wait weeks or months to get your request fulfilled. And remember, you only have 30 days to process your request.
In order to protect PHI, you should not send it through free webmail services. Even though most professional email services offer encryption, this alone will not protect your PHI. If you send PHI through an internet-based service, make sure to choose all that apply, including the one that allows you to encrypt your communications. If you send PHI via email, you should also use a secure server and choose “encrypted” as the preferred method.
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