What You Need To Know About HIPAA Compliant Faxing 

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What You Need To Know About HIPAA Compliant Faxing

HIPPA is a complex set of laws that require healthcare organizations to protect the personal information of patients while in storage, in transit, and at rest. Failure to comply with the law leads to hefty penalties that increase with each violation. Organizations must do their part to ensure they are HIPPA-compliant. While complying in the office is fairly straightforward, organizations often find it difficult to transmit faxes while accommodating the stipulations of the law. Learning about HIPPA-compliant faxing allows healthcare organizations to keep their patients’ personal information protected and avoid penalties.  

Healthcare Organizations Rely Heavily On Faxing 

Even though advances in technology have afforded many options for sharing information, fax remains one of the most efficient methods of communication among healthcare and insurance providers. To ensure compliance with the law, healthcare organizations must learn about HIPAA faxes and what they should look for when choosing a service.  

Many healthcare organizations are taking the initiative to use e-fax services that help them stay compliant with HIPPA laws without stress. HIPPA compliance requires meeting several conditions. Organizations not well-versed in the law can find themselves facing penalties because of their lack of knowledge. 

Conditions Care Providers Must Meet When Faxing 

To ensure they remain compliant with the law, healthcare organizations must ensure they meet the following conditions. Carefully evaluating their current fax setups and protocol will allow organizations to determine if they need to make changes.  

  • Today, healthcare organizations are switching from VoIP fax options to T.38 FoIP. Organizations are going digital to enjoy a higher level of security. This digital fax option allows for encryption and offers a standard of how real-time fax calls are handled as they transmit data.  
  • Real-time transfers help organizations remain HIPPA compliant more than store-and-forward fax services. When organizations use store-and-forward faxing, the fax is stored in a mediator station and then forwarded to the recipient. Store-and-forward makes fax data susceptible to breaches.  
  • Data encryption is critical for HIPPA compliance. When organizations employ T.38 faxing with encryption, they will not have to worry about breaches of patients’ PHI. Organizations will feel confident knowing they are meeting the demands of the law and can avoid penalties.  
  • Healthcare organizations must use a faxing service that allows them to receive an instant confirmation of data delivery. Verifying receipt of the fax is essential for organizations to remain compliant with HIPPA laws. T.38 faxing is much more reliable and offers a page-by-page confirmation that ensures audit trails are available on all fax transmissions.  

Four Reasons To Switch To Digital 

Manual fax machines are still commonplace in hospitals and doctors’ offices across the country. The following are four solid reasons organizations should consider switching to e-fax options over their old machines.  

  • Digital e-faxes are less likely to suffer cyber attacks. Protecting their patients’ personal health information is critical.  
  • With e-fax, organizations can save money. Manual fax machines require upkeep, supplies, and phone service to keep them running efficiently. Choosing an e-fax provider offers substantial savings.  
  • Using these fax options is more convenient because healthcare workers will not have to wait for fax machines to be available.  
  • Healthcare organizations will also find e-fax options advantageous because they enhance workflow. Anyone in the organization can send a fax with ease.  

Discover Further Information 

HIPPA laws have been in place since 1996, yet many healthcare organizations still struggle with compliance, especially when it comes to faxing. With digital options, organizations find it easier to comply with the applicable laws and regulations.  

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