receiving a network account, the Agency will make a Provider aware of the need
to protect client confidentiality while using electronic media.
possible, providers will protect a client's identity when confidential client
information is discussed on electronic media, including not using clients' full
names. In those cases where it is necessary and practical to email or post
confidential information in Care Development of Maine internal network, such
information will be distributed on a need to know basis, using encryption, when
using a facsimile machine to transmit confidential client information, remove
client last names unless the transmitter contacts the receiver so they can
immediately receive the information and verbally confirm receipt.
sending information outside of Care Development of Maine internal network via
Internet email, remove client last names from email and attachments unless
not leave messages containing confidential client information on answering
machines. Providers may leave messages containing confidential client
information only on password protected communication systems such as Care
Development of Maine voicemail system.
not in use, lock computers by shutting down or turning on a password protected
Protected Health Information (PHI) is not to be stored or transferred on floppy
disks or any other removable storage device.
not leave confidential papers in unsecured areas such as on desks, in unlocked
file drawers, copy machines, printers or facsimile machines.
supervisors of any suspected attempts by unauthorized personnel to obtain
using cellular or cordless telephones, never use last names when discussing
computers are for work related use only. Only Care Development of Maine
Providers issued network accounts may use Agency networked computers. Children's
computers are available in most area offices for clients' supervised use.
networked agency workstations are not to be used to store confidential
information. Personal folders (M Drive) on the primary data server (Clementine)
should be used to transfer and store confidential files which need to be
accessed from more than one location.