Faxing medical records

Faxes must be in accordance with confidentiality guidelines and governed by the same authorization requirements as any other release of health care information. Information disclosed should be limited to the minimum necessary to meet the need.

Include your contact information on the cover sheet. Verify that the information being sent and recipient's fax number is correct. If you are faxing internally, within Kaiser Permanente facilities, you must use CDS numbers. Any misdirected fax must be reported to the Privacy Office at 206-630-2131.

You may release a member's medical records via fax in the following situations:

  • Between Kaiser Permanente providers, including contracted providers, as necessary to support patient diagnosis, prognosis, and treatment
  • Between Kaiser Permanente and non-contracted community providers as necessary to support patient diagnosis, prognosis, and treatment
  • Between Kaiser Permanente facilities, business or operations units, and business associates to support care, operations, and quality oversight (such as for HEDIS or clinical review)
  • To third-party payers as required for certification of hospitalization

Confidentiality language

When transmitting patient information by fax, the cover sheet must include the following confidentiality statement:

The documents accompanying this facsimile transmission may contain confidential information belonging to the sender that is protected by Washington state and/or federal law. This information is solely for the use of the addressee named above. You may be exposed to legal liability if you disclose this information to another person. You are obligated to maintain this information in a safe and secure manner.
If you are not the intended recipient, you are hereby notified that any disclosure, copying, distribution, or other use of the contents of this faxed information is strictly prohibited. Notify the sender immediately by telephone or call the Kaiser Permanente Privacy Office at 206-630-2131 to arrange for return of the documents to us.

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