Best Practice Library Signs

HIPAA Best Practices Library

Best Practice Signs

Protecting PHI From Public Viewing

Preventing Conversations About PHI From Being Overheard

Proper Storage and Disposal of Items Containing PHI

Safeguarding Computer Workstations and Portable Devices That Contain PHI

Faxing PHI

Third Party Communications (Verbal and Written)

Protecting PHI Against Public Viewing

Confidential Coversheet - Use to protect documents containing PHI from being
      seen by unauthorized individuals in areas such as registration desks and nurses'
      stations. Some UCMC locations have chosen to print the sign on colored paper
      and in some locations the sign has been laminated.

Back To The Rack Label - Place label on patient charts that are maintained in
the inpatient units to remind staff not to leave charts in areas accessible by
patients and/or visitors. (e.g. outside patient's room) Labels should be pink to
maintain uniformity throughout the inpatient units and used in conjunction with
the Back To The Rack Sign.

Back To The Rack(v1) and Back To The Rack (v2)
Place sign in areas where charts are used in the inpatient units to remind staff
not to leave charts in areas accessible by patients and/or visitors. (e.g. outside
patient's room) Signs should be printed on pink paper (see sample) to maintain
uniformity throughout the inpatient units and used in conjunction with the Back
To The Rack Labels.

Door Closed Reminder (v1) and Door Closed Reminder (v2) - Use to remind staff,
      during normal business hours, to keep the doors closed to rooms containing PHI
      e.g. medical record storage room, physician workroom) when UCMC staff are not
      in the room.

Faculty and Staff Only Reminder - Use to protect documents containing
      PHI from being seen or accessed by unauthorized individuals in areas such as
      physician and/or staff work rooms. Some UCMC locations have chosen to print
      the sign on colored paper and in some locations the sign has been laminated.

Preventing Conversations About PHI From Being Overheard

Exam Room Door Reminder (v1) and Exam Room Door Reminder (v2) - Use to
remind staff to keep the doors closed to exam rooms when speaking with a
patient.

Quiet Zone - Use to remind staff to lower their voices when discussing patient
information outside exam rooms.

Speaking In the Presence of A Patient's Guest - Use to remind staff to ask a
     patient if it is okay to speak in the presence of a guest while in an exam or
   inpatient room.

       Speaking In the Presence of Guests (v1)
         Speaking In the Presence of Guests (v2)
       Speaking In the Presence of Guests (v1.1)
         Speaking In the Presence of Guests (v2.1)

Proper Storage and Disposal of Items Containing PHI

PHI Disposal Reminder #1 - Use to remind staff to properly dispose items
containing PHI to prevent access by unauthorized individuals.

PHI Disposal Reminder #2 - Use to remind staff to properly dispose items
containing PHI to prevent access by unauthorized individuals.

Safeguarding Computer Workstations and Portable Devices That Contain PHI

"Remember to Log-Off" Label - Use these labels to remind faculty and staff to
      log-off their computers when finished with their session. This helps protect our
patients' privacy and information security. Place a label on the computer
monitor to stress the importance of this privacy principal and behavior. Contact
the HIPAA Program Office if you need assistance. The labels that should be used
when printing are:

                 Avery White Permanent Durable I.D. Labels
   Product #6577
                 5/8' x 3".

Faxing PHI

Fax Coversheet - Use any time a fax is sent inside or outside the UCMC
     institution. It contains the HIPAA Program Office approved disclaimer alerting the
     recipient that the fax contains confidential information and that he/she should
     notify the sender if the fax was received in error.

Third Party Communication (Verbal and Written)

Beware of Social Engineers - Use to remind staff to verify the identity and
authority of individuals before disclosing PHI.