Policy Manual


Confidentiality - Electronic Media      

Type: Procedure                 Category: Information Technology                 Level: Community Care 

Parties: Community Care employees and contractees

Printer Friendly Version: http://apps.comcareme.org/policymanual/default.aspx?code=6.MEP.4&nonav=yes

Supporting References: 

Parent Effective Date Approval Level Revision Dates Last Reviewed
N/A  1-1-2004  Management Team  12/29/05  N/A
Related Document Code Related Document Name Type
6.ME.3 Electronic Media Policy

Procedure:  .

1.               Upon receiving a network account, the Agency will make a Provider aware of the need to protect client confidentiality while using electronic media.

2.               Wherever 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 available.

3.               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.

4.               When sending information outside of Care Development of Maine internal network via Internet email, remove client last names from email and attachments unless using encryption.

5.               Do 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.

6.               When not in use, lock computers by shutting down or turning on a password protected screen saver.

7.               Client Protected Health Information (PHI) is not to be stored or transferred on floppy disks or any other removable storage device.

8.               Do not leave confidential papers in unsecured areas such as on desks, in unlocked file drawers, copy machines, printers or facsimile machines.

9.               Notify supervisors of any suspected attempts by unauthorized personnel to obtain confidential data.

10.            When using cellular or cordless telephones, never use last names when discussing confidential information.

11.            Agency 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.

12.            Shared 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.