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Glenn Hegar  ·  Texas Comptroller of Public Accounts

USAS and CAPPS Financials Invoice Number Field Requirements

FPP E.023

Protected Health Information Prohibition

Information considered to be Protected Health Information (PHI) under the Privacy Rule in the Health Insurance Portability and Accountability Act (HIPAA) may not be submitted to the Comptroller’s office in USAS, CAPPS or by any other method.

PHI under HIPAA relates to:

  • An individual’s past, present or future physical or mental health or condition
  • A provision of health care to the individual
  • A past, present or future payment for the provision of health care to the individual

    –OR–

  • Any information such as name, address, birth date, a Social Security number or any part thereof that identifies or can be used to identify an individual.

In addition to not submitting PHI in the USAS and CAPPS invoice number and description fields, this prohibition includes PHI on any forms or other documentation submitted to the Comptroller's office in support of a claim for payments for medical services or prescriptions.

The Comptroller’s office understands your agency’s need to provide your payees with information for payment reconciliation. Agencies are encouraged to work with health care providers to identify alternative methods of providing PHI information. If you have any questions, please contact the Comptroller’s Privacy Officer at (512) 936-4365 or jeffrey.knoll@cpa.texas.gov.

Note: Agencies must also ensure that the confidentiality indicator (CONF field in USAS; Confidential Indicator field in CAPPS Financials) is properly set on confidential transactions to protect payee confidentiality. See USAS and CAPPS Financials Confidentiality Indicator (FPP E.045).

For more information, see the Texas Department of State Health Services Content Related to HIPAA.

Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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