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• Enter request into Disclosure of PHI logbook . • If not for treatment , payment or health care operations (TPO) , determine if there is a patient/client authorization . Fax or Mail Requests — Steps to Follow • Determine origin of request — check for seal or logo . • If known, follow the same steps as for Telephone Request . • If unknown, give the request to the Privacy Official to handle . Requests Made in Person — Steps to Follow • Verify the identity of the requestor with picture ID . • If you are not certain give to the Privacy Official to handle . • If requestor/request are verified, then follow the steps for Fax or Mail Requests . • Each request will be limited to the minimum amount to initiate the function . • For all other requests for PHI, contact the Privacy Official , who will ensure that the amount of information requested is the minimum necessary to accomplish the . purpose of the disclosure . Exceptions The "minimum-necessary" standard does not apply to any of the following : • Uses or disclosures made to the individual ; • Uses or disclosures made pursuant to an individual authorization ; • Disclosures made to DHHS , • Uses or disclosures required by law ; and • Uses or disclosures required to comply with HIPAA . 10 . Documentation Procedure Documentation . Employees shall maintain copies of all of the following items for a period of at least six years from the date the documents were created or were last in effect, whichever is later : • " Notices of Privacy Practices " that are issued to participants , • When a disclosure of PHI is made , • the date of the disclosure ; • the name of the entity or person who received the PHI and, if known , the address of such entity or person ; • a brief description of the PHI disclosed ; • a brief statement of the purpose of the disclosure ; and • any other documentation required under these Use and Disclosure Procedures . 25