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A HIPAA fax cover sheet disclaimer is a message addressed to the fax recipient, that states that the faxed information is confidential. The disclaimer also should state that the transmission may contain protected health information.

Both physical and digital faxes require cover sheets if they contain PHI. The information on the sheet is essential to alert the receiver of the private nature of the faxed document.

Comments are the final section you should add to a fax cover sheet. Please note that this is an option, and you can skip it without major problems. But we recommend you add it if you've included special documents, specific information, or want the recipient to move forward in a certain way for the best results.

A fax cover sheet typically has basic contact information: who the fax is going to, who the fax is from, the subject matter, how many pages are included, company name (address is optional), a phone number, and a check box to mark whether it's urgent or needs a reply.

An example of a fax disclaimer statement: If you are not the intended recipient, please be advised that any disclosure, copying, distribution, or use of the contents of this information is strictly prohibited, and that any misdirected or improperly received information must be returned to this company immediately.

The information is intended only for the use of the individual(s) or entity named above. If you are not the intended recipient, you are hereby notified that any disclosure, copying, distribution, or taking of any action in reliance on the contents of this facsimile information is strictly prohibited.

Make sure the confidential statement is visible on the cover sheet. Double-check the recipient's contact information to ensure it is correct. Create a unique password for each fax transmission and share it only with the intended recipient. Use encryption when sending sensitive documents via fax.