Emailing Confidential Information 448-01-25-15-17

(New 11/1/14 ML #3418)

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When sending sensitive and/or confidential information via e-mail, every effort should be made to ensure the information is sent securely. Secure Email and Document Transfer instructions must be used and are located on the County Intranet in the ‘Information Technology Services’ folder.

In addition, when an email containing client information (e.g. name, social security number) is sent, it must include one of the following disclaimers. The subject line of the email should not include client identifying information:

General Disclaimer

-----------Confidentiality Statement-----------

This transmission is intended only for the use of the individual to whom it is addressed and may contain information that is made confidential by law. If you are not the intended recipient, you are hereby notified any dissemination, distribution, or copying of this communication is strictly prohibited. If you have received this communication in error, please respond immediately to the sender and then destroy the original transmission as well as any electronic or printed copies. Thank you.

Drug and Alcohol Disclaimer

-----------Confidentiality Statement-----------

This notice accompanies a disclosure of information concerning a client in alcohol or drug treatment, made to you with the consent of such a client. This information has been disclosed to you from records protected by Federal confidentiality rules (42 C.F.R Part 2). The Federal rules prohibit you from making any further disclosure of this information unless further disclosure is expressly permitted by the written consent of the person to whom it pertains or as otherwise permitted by 42 C.F.R. Part 2. A general authorization for the release of medical or other information is NOT sufficient for this purpose. The Federal rules restrict any use of the information to criminally investigate or prosecute any alcohol or drug abuse patient.