HHCAHPS Survey Protocols: Information to include in Exceptions Requests to Display HHA Name and/or Logo on Mailing Envelopes
The HHCAHPS Coordination Team is issuing this guidance in response to vendors' requests about what information needs to be included in the Exceptions Requests required to print home health agency (HHA) names and/or logos on outgoing mailing envelopes.
To display an agency's name and/or logo on a mailing envelope, vendors must obtain the HHA's permission to display the name and/or logo and assurances that the agency does not consider displaying the name and/or logo to be a HIPAA risk. It is up to each vendor to determine what kind of documentation or assurances it needs from its HHA clients for its own internal recordkeeping to feel comfortable submitting the Exceptions Request Form (ERF). The Coordination Team will not review any documentation pertaining to this ERF during oversight visits.
The ERF submitted to the Coordination Team should include a statement that the vendor has discussed or will discuss the potential for HIPAA risks with its current and future client(s) and has or will obtain approval from the client(s) to display the agency name and/or logo on the envelope or through the envelope window. Vendors can submit one ERF to cover all their current and future clients; CCNs do not need to be listed.
Survey vendors are welcome to contact the HHCAHPS Survey Coordination Team for assistance via email at email@example.com or call toll-free at (866) 354-0985.