5. Patient Handoffs: Secure Data Transfer and Handoff Protocols

Bob J
Sep 12
1 min read

A critical moment in every EMS call is the patient handoff to emergency department staff. This is when miscommunication or missing information can cause patient harm—or even death. The best handoffs use structured communication, such as SBAR (Situation, Background, Assessment, Recommendation), and always protect the patient’s privacy.

Translating the Protocol:

Handoffs happen in the digital world too: when patient data moves from the ambulance to the hospital, from a tablet to a billing system, or between coworkers. Each transfer must be secure and protect sensitive data.

Practical Example:

Instead of texting a photo of an ECG strip to a colleague’s personal phone, upload the image to a secure, encrypted, HIPAA-compliant platform, ensuring only authorized personnel can access it.

Protocol in Action:

- Use department-approved, encrypted apps and devices for all patient information transfer.

- Never transmit PHI over unencrypted channels like personal email, SMS, or non-secure cloud storage.

- Double-check recipient information before sending sensitive data—just as you confirm the right patient at handoff.

- Log and document all data transfers for accountability.

Key Takeaway:

Every handoff, clinical or digital, is a potential risk for information loss or breach. Secure, standardized handoff protocols are as vital for data as they are for patients.