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HHS Computer Usage and
Information Security Training
Module 4: Handling PHI
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1. Responding to E-Mail Requests Containing PHI and PII Back
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External Requests

If you receive an e-mail from a consumer or other individual about a consumer and that e-mail message contains PHI or PII, you should respond using the following procedures:

  • If you can answer the consumer inquiry without PHI or PII, respond appropriately.
  • Do not include PHI or PII in your response. This includes the PHI or PII in the original request.
If the answer to the inquiry requires you to include PHI or PII, e-mail the requestor that you must either respond in writing through the mail or via regular fax (not E-fax).		 an employee sitting at a desk facing the computer talking on a headset and typing on the keyboard
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