Common use of FAX Clause in Contracts

FAX. In general fax machines should not be used for sending protectively marked information and should only be used if absolutely necessary. If it is considered essential to send protectively marked information by fax then the following procedures should be followed: • Fax machines should be located in a secure area and operated by users who fully understand their responsibilities for maintaining confidentiality; • Wherever possible, the room housing the fax machine should be locked when unattended or not in use; • Clinical information should not be faxed. However if this is unavoidable, a unique person identifier such as the CHI number or hospital case record number should be used and all other personal identifiers removed; • To minimise the risk of mis-dialling store the fax number of the recipient in the fax machine and then only use the number stored in the machine to send the fax; • Ensure a trusted recipient is present at the receiving fax machine to accept the fax; • Send the cover sheet first and wait for confirmation that it has arrived; • Send the remainder of the fax and wait for confirmation that it has been received; • All faxes should be pre-fixed with a standard front cover sheet detailing a confidentiality warning, number of pages and disclaimer notice; • Approved secure fax or NHS Safe ▇▇▇▇▇▇ should be used as available.