UTMB HANDBOOK OF OPERATING PROCEDURES

Section 6 Compliance Policies Subject 6.2 Privacy Related Policy 6.2.10 Printing and Copying of PHI

04/11/03- Originated 10/08/07- Reviewed w/changes - Reviewed w/o changes Compliance Office - Author

Printing and Copying of PHI

Policy

UTMB is committed to maintaining patient confidentiality. Protected Healthcare Information (PHI) should not be printed or copied indiscriminately or left unttended and open to compromise. The original media should be used (e.t., hardcopy medical record, EPIC, MyUTMB) and only reproduced when absolutely necessary. Violation of this policy may result in disciplinary action up to and including termination for employees; a termination of employment relationship in the case of contractors or consultants; or suspension or expulsion in the case of a student. Additionally, individuals may be subject to loss of access privileges and civil and/or criminal prosecution.

Guidelines

• Printers and copiers used for printing of PHI should be in a secure location. If the equipment is in a non-secure location, the information being printed or copied is required to be strictly monitored • PHI printed to a shared printer should be promptly removed • PHI in hardcopy format must be disposed of in accordance with records retention schedules managed by UTMB Records Management, and the Disposal of PHI policy • Only the minimum amount of PHI should be printed or copied • Reports of individuals who are inappropriately printing or copying PHI (e.g., outside of their job duties) should be made in accordance with IHOP Policy 6.1.4, Reporting and Investigating Allegations of Privacy Violations