HIPAA Compliant Faxing: Experts Weigh In On Why It Matters

Faxing is a popular mode of communication when documents need to be sent quickly and securely, so it’s no wonder it’s so commonly used in a healthcare setting. Whether providers need to transmit patient records, send referral forms to a specialist, or provide supporting documentation to insurance companies for reimbursement purposes, faxing can get the job done.

Even though email has risen in popularity over recent decades, it may not offer the safety and data privacy required in the industry. For this reason, faxing remains a dominant form of communication in healthcare, especially when it comes to achieving HIPAA compliance. Plus, the advent of online faxing companies, like FAXAGE, has further enhanced the viability of faxing by making it more compatible with modern workflows.

As you continue reading below, we’ll discuss HIPAA compliance in the healthcare industry, how it applies to faxing, and the features found in FAXAGE’s secure online fax service to help users comply with regulatory requirements.

Understanding HIPAA Compliance

The Health Insurance Portability and Accountability Act (HIPAA) of 1996 requires healthcare providers and other related entities to handle patient health information (PHI) responsibly and securely.

There are a few exceptions. But, in general, HIPAA applies to any written, spoken, or electronic data that contains healthcare information connected to a patient’s personally identifiable information. Anyone or any entity that handles such information must comply with HIPAA requirements. This includes anyone working in a healthcare facility, insurance providers, billing companies, and electronic medical record organizations.

Two of the rules found in the Act specifically apply to patient data privacy. This includes:

• The Privacy Rule: Protects patients’ PHI and gives them control over how it is used and shared by healthcare providers and entities
• The Security Rule: Provides the standards for administrative, physical, and technical safeguards needed to protect electronic health information and prevent unauthorized access, breaches, and other security incidents

Those found in violation of HIPAA rules are subject to financial penalties and corrective action from regulatory agencies. This can also damage the institution’s reputation with patients, who may not feel confident that their sensitive data is properly safeguarded. These feelings of mistrust can radiate beyond the individual entity, leading to a more widespread feeling of insecurity throughout the entire industry.

Faxing in Secure Healthcare Communication

Despite stringent HIPAA requirements, hospitals and healthcare providers still need a way to securely transmit patient records as requested by the patient themselves, make referrals to specialists, send discharge summaries to primary care providers, and more.

As we mentioned earlier, faxing is a secure communication method that can be used in healthcare settings to comply with HIPAA requirements. When used appropriately, it ensures sensitive PHI is only accessible to authorized recipients, supporting the Privacy Rule. Plus, continued advancements in faxing technology and the advent of online fax services, like FAXAGE, have made it even more compatible with modern healthcare workflows.

The traditional fax machine was once a staple in doctor’s offices. However, these machines can be clunky, require costly maintenance, and depend on a consistent supply of paper and toner. In addition, fax machines automatically print off sent documents, no matter who is on the receiving end. So, paper documents that aren’t handled properly could put an organization at risk of HIPAA non-compliance.

As an alternative, many organizations are now switching to online fax services, which allow users to send and receive encrypted faxes through a dedicated mobile app, email, or cloud-based fax service. Documents and records remain digitally stored, and are only printed if and when you decide. Thus, online fax services offer a secure and reliable way for healthcare providers to transmit confidential information in compliance with HIPAA regulations. And, they’re more convenient than traditional fax machines.

HIPAA Compliance in Faxing Services

To meet HIPAA requirements, medical facilities should ensure they’re using a secure and compliant fax service that will help them protect PHI while also making it easy to send and receive documents in today’s digital environment.

Here are some helpful tips and recommendations for HIPAA-compliant faxing:

• Use fax services that encrypt data at rest and in transmission
• Keep detailed logs of transmissions
• Restrict access to online or physical fax systems for authorized personnel only
• Place physical fax machines in secure locations with controlled access
• Securely store and dispose of faxed documents
• Use cover sheets
• Train staff to never leave printed fax documents unattended
• Verify all destination numbers before transmission
• Include a HIPAA fax disclaimer
• Store files with PHI in the cloud rather than on local devices
• Monitor fax logs to detect unauthorized access

Expert Insights on HIPAA-Compliant Faxing

Toni Abelseth, a Psychiatric Mental Health Nurse Practitioner (PMHNP) at Midwest Psychiatric Care, discusses the importance of HIPAA-compliant faxing services in safeguarding patient data. Abelseth explains:

“Maintaining patient confidentiality and protecting sensitive information are fundamental aspects of our practice, and HIPAA-compliant faxing ensures that we adhere to these essential standards.”

Alex Freeburg is the Managing Attorney and Founder of Freeburg Law, a Personal Injury Firm based in Wyoming. Freeburg also shares his insights on why electronic faxing services are superior to traditional faxing in regards to HIPAA compliance, stating:

“Traditional faxing, where you send documents through old-fashioned fax machines, can be risky. The papers could end up at the wrong place or someone might see them who shouldn’t. But internet faxing is a safer way to send confidential stuff.”

Entrepreneur and founder of New York Gates, Beni Avni provides additional perspective on the importance of selecting an internet fax service with built-in HIPAA compliance features, saying:

“When choosing an internet faxing service, prioritize options that offer end-to-end encryption and comply with HIPAA regulations. Look for user-friendly platforms that enable you to easily track sent and received documents, ensuring you have a reliable record for auditing purposes.”

Benefits of HIPAA-Compliant Faxing

Conveniently, if you’re using a HIPAA-compliant faxing service, many of the recommended security mechanisms are already embedded into the system.

Using a HIPAA-compliant faxing service ensures healthcare organizations preserve patient confidentiality while meeting regulatory requirements. This enables providers to mitigate the risk of non-compliance, helping them avoid costly fines, legal penalties, and loss of patient trust.

HIPAA-compliant faxing keeps patient information from falling into the wrong hands with advanced security features like encryption and two-factor authentication. Plus, these services offer detailed logs on all fax transmissions, which are useful during compliance audits.

Implementing HIPAA Compliant Faxing Solutions with Faxage

FAXAGE offers HIPAA-compliant, secure, and competitively-priced Internet fax services. In fact, every one of our fax service plans meets HIPAA compliance standards. So, there’s no need for a ‘special plan’ or additional security package at an extra fee. All FAXAGE users automatically have these capabilities by default, in addition to the following security options:

• SSL/TLS encryption for all web and API-based faxing
• SSL/TLS email transport encryption
• SSL/TLS secured Print to Fax print driver
• SSL/TLS secured Fax App for iOS and Android
• Password-protected incoming fax PDFs
• PGP support for email fax sending and receiving
• Email link for secure download of incoming faxes
• Internet Fax System Auditing to monitor what users are doing with your data

In addition, our in-scope facilities and platforms have achieved HITRUST Certification, showing our steadfast commitment to appropriately managing risk. We also offer full Internet Fax System Auditing to ensure you know what your users are doing with your data.

For additional support setting up your account, download our HIPAA Faxing Checklist to ensure compliance. It will also walk you through the business associate agreement (BAA) process required for HIPAA-covered entities.

Online Faxing for HIPAA

Faxing is one of the most secure and reliable forms of communication across all industries. In the healthcare industry specifically, HIPAA-compliant online faxing services deliver secure and reliable document transmission while being compatible with the digital age.

As Abelseth explains, “Internet faxing services have become an invaluable tool in modern healthcare, providing significant advantages over traditional faxing methods.”

Medical facilities should consider FAXAGE for cost-effective internet faxing services. We are the value leaders on price and performance, and HIPAA security features are always provided to every user–never at an additional cost. Plus, you’ll get unlimited users and storage with every account, meaning it’s a highly flexible and scalable solution to support your needs as you grow.