Faxing Medical Information: Beware!

Communication and dissemination of medical information entails many varied mediums. The faxing of medical information has been used frequently, but there are numerous problems from potential transmission errors and breeches of confidentiality. These can involve “errors” in medication ordering, incorrect recipient, incorrect patient, or inaccurate medical information transmission. An office policy for faxing should assist in reducing potential errors, improving accuracy of information and breeches of confidentiality.

Some of the more frequent examples of problems when receiving or sending faxes include:

1. Misdirected faxes:
   • Misdialed number
   • Changed recipient number

2. Non-legible faxes:
   • Two fax sheets sticking together with only one being transmitted
   • Copies faxed instead of originals which impact readability
   • Faded or illegible copies
   • Use of highlighting or different colors which then appear “blacked-out” or don’t transmit

3. Faxing incorrect information:
   • Faxing information on multiple patients in one fax
   • Faxing one side of paper when information is on both sides
   • Using dangerous abbreviations for medications

Some Risk Management suggestions to prevent faxing errors include these processes that address received faxes, sent faxes and misdirected faxes:

1. Received fax
   • Assign one staff member to monitor the fax machine
     • Locate the fax machine in a secure area
     • Remove documents immediately, assuring correct number of pages
     • Deliver to intended recipient.

2. Sending a fax
   • Standardize fax cover sheet and include number of pages sent
   • Verify recipient’s correct contact number and availability before sending the fax
   • Request acknowledgment of receipt of the fax
   • Document in a log (i.e., maintain documentation that the fax was sent)
3. Misdirected fax
   • If there is a failed transmission of the fax:
     • Fax recipient at incorrect fax to return documents via mail or request they destroy the document
     • Include a notice on the fax to contact your office if a fax is inadvertently received
     • Re-send the fax to the intended recipient/sender
     • Keep a log of misdirected faxes and make procedural changes to prevent re-occurrence

Remember:  Copied or faxed information remains in the memory or hard drive of your fax/copier.  Purge or destroy the memory /hard drive  before returning  the fax/copier to the vendor.