What providers must know about HIPAA and patient sign-in sheets

Patient sign-in sheets and name-calling in waiting rooms are allowed under the Health Insurance Portability and Accountability Act (HIPAA). Still, providers must adhere to the minimum necessary standard and use reasonable safeguards to protect patient information.

The U.S. Department of Health & Human Services (HHS) health information privacy fact sheet explains, “Covered entities, [like] physician’s offices, may use patient sign-in sheets or call out patient names in waiting rooms, so long as the information disclosed is appropriately limited.” 

So, while names may be visible or announced, any additional medical information should be kept private.

Incidental disclosures and HIPAA compliance

The HIPAA Privacy Rule recognizes that some incidental disclosures may occur as part of standard healthcare operations. 

As evidenced by HHS, “The HIPAA Privacy Rule explicitly permits the incidental disclosures that may result from this practice, for example, when other patients in a waiting room hear the identity of the person whose name is called or see other patient names on a sign-in sheet.” 

However, HIPAA also states that these incidental disclosures are only allowed when the provider’s sign-in sheet doesn’t display confidential medical details like the patient’s diagnosis or reason for the visit. 

For example, a dental office has a sign-in sheet that lists only patient names without including their reason for the visit. After signing in, the receptionist checks the list and calls the next patient’s name, while no medical conditions are discussed aloud.

On the other hand, if the receptionist calls the patient’s name and announces that they’re there for a dental cleaning, it could be a HIPAA violation.

Ultimately, the distinction between these scenarios is whether the announcement includes medical details. Even though a dental cleaning might seem routine, it still falls under protected health information (PHI) and should not be disclosed publicly.

Best practices for HIPAA compliant sign-in sheets

• Use HIPAA compliant forms: Providers must use HIPAA compliant forms, like Paubox, which use advanced security measures to protect patients’ PHI and improve their experience. Patients also complete these forms individually before submitting them on the secure platform so only authorized individuals can access their data.
• Limit questions on sign-in sheets: HIPAA compliant sign-in sheets should not request or display medical conditions. Only names should be visible, and old entries should be removed regularly.
• Limit verbal disclosures: When calling out names, healthcare staff must avoid mentioning patients' reasons for the visit.
• Train staff on HIPAA compliance: Organizations must regularly train employees on what constitutes an incidental disclosure and how to minimize the risk of potential HIPAA violations.

Read also: What is an incidental disclosure of PHI?

FAQs

Do HIPAA compliant forms require special training to use?

No, covered entities can use a HIPAA compliant platform, like Paubox, which offers user-friendly interfaces and intuitive design elements that make it easy to navigate and complete the forms.

Are HIPAA compliant forms customizable?

Yes, HIPAA compliant forms can be customized to meet the specific needs of healthcare organizations while protecting patient privacy.

Can HIPAA compliant forms be used to collect non-health-related information?

Yes, HIPAA compliant forms can be adapted for different purposes, like gathering contact information or demographic data.