What is HIPAA Compliance for Faxes?

Updated on December 8, 2021

The Health Insurance Portability and Accountability Act outlines all practices for managing, protecting, and securing healthcare data and EMR for all patients. The legislature defines what steps healthcare professionals must take when transmitting or transferring confidential data via the internet and private networks. Any violation of the act could lead to serious penalties for the medical facility and the party that had access to the specific patient file. 

Choosing a Service Provider

Medical centers and private practices need faxing services that adhere to HIPAA and don’t generate a violation. The services must offer high-grade encryption and secured socket layers for all connections and input pages. Administrators must review the products and ensure that their workers can send and receive medical data without risks or outsider interception. 

The service providers offer packages according to the total number of faxes the business sends each month. The products include local and international fax numbers, and authorized workers can access incoming faxes through the systems where all documents are stored. Medical organizations can learn more about hippa compliance for faxes by contacting a vendor now. 

Connecting Fax to Email Services

A more secure strategy for remaining HIPAA compliant is to send and receive the faxes via an email account that follows robust security schemes and guidelines. Medical facilities often have their own domains and connecting email addresses that an administrator manages daily.

The design stops outsiders from getting into the accounts by using login credentials and additional security measures. When sending faxes through email services, the workers can complete the data transfer from anywhere and get the documents to different departments or physicians faster. 

Presenting the Cover Sheet for the Fax

All faxes that include medical data must have a cover letter that is HIPAA appropriate. The purpose of the cover letter is to alert the individual collecting the faxes for the business that confidential information is in the documents. By using the cover letter, the worker knows to look at the recipient’s name only and to refrain from reading any of the content as it is illegal.  

Authorization for Sharing Medical Data

Before doctors can disclose healthcare-related information with other parties, the patient must sign a consent form. When transmitting the EMRs to another hospital, the physicians are restricted by law to share details without a signed consent form. The only exceptions are when the patient is sent to another hospital for emergency services that the original facility isn’t equipped to manage. Under the circumstances, the clinician is nullifying the patient-doctor relationship and transferring the case to a new doctor.  

Confirmation Pages for Faxing Services

Online faxing services give the facility a confirmation for each fax that is sent or received. The records help them keep track of these transmissions and have evidence if any party claims to have not received information later.  

After the passage of HIPAA, all medical facilities and private practices are required to protect all transmissions, including EMRs and patient-related data. When sending a fax, the workers must use proper cover letters to notify other organizations that the data is confidential, and no parties other than the recipient should read it. 

These measures lower the risk of data loss and acquisition of patient information by unethical parties. The legislation pushed a move away from traditional fax machines and presented a new way to send faxes electronically in short times and more securely. 

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The Editorial Team at Healthcare Business Today is made up of skilled healthcare writers and experts, led by our managing editor, Daniel Casciato, who has over 25 years of experience in healthcare writing. Since 1998, we have produced compelling and informative content for numerous publications, establishing ourselves as a trusted resource for health and wellness information. We offer readers access to fresh health, medicine, science, and technology developments and the latest in patient news, emphasizing how these developments affect our lives.