Billing Manual for Community Care Network Providers

III.C.1c Transferring Confidential InformationThe transfer of confidential information for legitimate business purposes betweenCommunity Care’s agents, contractors (including providers), employees, staff, andvolunteers in their official capacities as representatives of Community Care isconsidered an internal transfer, even though they may be in different physical locations.The transfer of confidential information other than to Community Care’s agents,contractors, employees, staff, and volunteers in their official capacities asrepresentatives of Community Care is considered an external transfer and must bemade in accordance with Community Care’s Authorization to Disclose Information (SeeSection III.C.6). The internal transfer of all confidential data and information must be conducted in amanner that limits potential access by individuals who do not have a right to accessthe data and information. When not hand-carried and personally delivered to therecipient, physical media containing confidential data and information must beplaced in a sealed envelope marked “Confidential.” Confidential data and information sent by facsimile must bear a prominentconfidentiality notice similar to the following: “This facsimile transmission containsconfidential and privileged information for use only by the intended recipient. Do notread, copy, or disseminate this material unless you are the intended recipient. If youbelieve you have received this message in error, please notify the sender byfacsimile or telephone and destroy this document.” Confidential data and information sent by email must be flagged as confidential andbear a confidentiality notice similar to the following within the message: “This emailcontains confidential and privileged information for use only by the intendedrecipient. Do not read, copy, or disseminate this material unless you are theintended recipient. If you believe you have received this email in error, please notifythe sender by return email, securely delete this file and any electronic or magneticcopies and destroy any paper copies.”III.C.1d Destroying Confidential InformationConfidential data and information no longer required for legitimate business purposesmust be destroyed in a secure manner. Paper records must be thoroughly shredded.Magnetic files must be deleted in a manner that does not permit the files to beundeleted, for example, by reformatting a floppy disk using the “secure” format option.Either optical storage media must have the files securely deleted or, if this is notpossible, the storage media must be destroyed.III.C.1e Committee Oversight of ConfidentialityCommunity Care’s privacy officer and the Compliance Department are responsible forapproving and periodically reviewing all policies and procedures related toconfidentiality and for identifying, developing and implementing mechanisms to overseeCommunity Care Provider Manual | 1-888-251-CCBH | © 2012 All Rights Reserved | Page 69