Billing Manual for Community Care Network Providers

esults, billing records, and treatment plans whether maintained on paper, magneticdisk or tape, optical disk, or any other removable storage medium.These paper-based records and removable computer storage media must be lockedexcept at times when the practitioner or another member of the office staff, who isauthorized to access treatment records, is present.When unlocked, these paper-based records and removable computer storage mediamust be maintained in a secure location where they are not accessible tounauthorized individuals.In addition, when unlocked, these paper-based records must be maintained in amanner that their content is not visible to unauthorized individuals.Computers used to store member identifiable data or information must be protectedwith a password.Password protection is not required if all persons at the practice site are authorizedto access, for legitimate business purposes, the member identifiable data orinformation stored on the computer; and the computer is located in a secure locationnot accessible to unauthorized individuals.When a computer is used to store member identifiable data or information, themonitor is positioned such that it is not visible to unauthorized individuals.If email is used to transmit member-identifiable data or information, the email isflagged as confidential and a confidentiality notice is prominently displayed at thebeginning of the email that conveys a message substantively similar to the following:“This email contains confidential and privileged information for use only by theintended recipient. Do not read, copy, or disseminate this material unless you arethe intended recipient. If you believe you have received this email in error, pleasenotify the sender by return email, securely delete this file and any electronic ormagnetic copies, and destroy any paper copies.”Facsimile machines are in secured areas where faxes may not be intercepted orviewed by individuals not authorized to access member identifiable data andinformation. If facsimile machines are used to transmit member identifiable data orinformation, a confidentiality notice is prominently displayed on the facsimile coversheet that conveys a message substantively similar to the following: “This facsimiletransmission contains confidential and privileged information for use only by theintended recipient. Do not read, copy, or disseminate this material unless you arethe intended recipient. If you believe you have received this message in error,please notify the sender by facsimile or telephone and destroy this document.”Handling of Community Care’s Business InformationCommunity Care’s representatives and business associates may not releaseconfidential business data and information (as described in the procedure on GeneralConfidentiality Provisions) except for legitimate business purposes and within theframework of the representative’s job responsibilities or the business associate’snormal course of performing work for Community Care:Community Care Provider Manual | 1-888-251-CCBH | © 2012 All Rights Reserved | Page 152