What should be avoided when sending documents containing protected health information (PHI)?

Sending documents containing protected health information (PHI) via email should be avoided due to the inherent security risks associated with electronic communications. Emails can potentially be intercepted or accessed by unauthorized individuals, leading to breaches of confidentiality.

Using email to transmit PHI may also not comply with the Health Insurance Portability and Accountability Act (HIPAA) guidelines unless specific security measures, such as encryption, are implemented. Encryption helps protect the data during transit, but if these measures are not employed, sending PHI through email becomes a significant vulnerability in safeguarding an individual’s sensitive information.

In contrast, mailing physical copies, faxing to a designated office, or discussing PHI in person can be conducted with appropriate safeguards and protocols that help maintain confidentiality. For instance, physical documents can be sent with tracking methods to ensure delivery to the right recipient, and faxes can be sent to secure lines that are less likely to be intercepted. Discussing information in person allows for immediate control over who hears and accesses the information.