Healthcare Fax Services
Yes, healthcare still runs on fax. We make it work better—without the paper jams, busy signals, and lost documents.
Why Healthcare Still Faxes (And That's Okay)
Every few years, someone declares fax dead. And every year, healthcare practices send billions of faxes. Referrals, medical records, lab results, prior authorizations, prescriptions—fax remains the common language of healthcare communication.
Why? Because fax is universal. Every practice, hospital, pharmacy, and insurance company can receive a fax. It's HIPAA-compliant by design. It creates a paper trail. And unlike email, you know it arrived.
The problem isn't fax itself—it's the outdated machines, dedicated phone lines, paper jams, and busy signals that make it frustrating. Modern cloud fax keeps the universal compatibility while eliminating the headaches.
The Problem with Traditional Fax Machines
Sound familiar?
Paper jams and maintenance
Fax machines break down, run out of toner, and jam at the worst possible times.
Busy signals
Single-line fax machines mean missed faxes when the line is in use.
Lost and misfiled faxes
Paper faxes sit in trays, get picked up by the wrong person, or disappear entirely.
No delivery confirmation
Did that referral actually go through? Hard to know without calling to confirm.
HIPAA risks
Faxes with PHI sitting in open trays where anyone can see them.
After-hours faxes pile up
Come in Monday morning to a stack of weekend faxes that need immediate attention.
No searchability
Finding a fax from three months ago means digging through filing cabinets.
Physical space
Dedicated fax machines, phone lines, and paper storage take up valuable office space.
Two Ways to Modernize Your Fax
Go fully digital or keep your existing fax machine—your choice.
Fax to Email / Portal
No fax machine needed
Fax to Email
Incoming faxes delivered to your email as PDF attachments. Review, forward, or save—all from your inbox.
Email to Fax
Send faxes by emailing a PDF to your dedicated fax number. Recipients get a traditional fax.
Web Portal
Full-featured portal to send, receive, and manage faxes. Upload documents, view history, organize by sender.
Multiple Recipients
Route incoming faxes to multiple email addresses. Billing faxes go to billing, referrals go to medical records.
Fax Archive
All faxes stored securely and searchable. Find any fax by date, number, or content.
Delivery Confirmation
Know exactly when your fax was delivered—or get notified immediately if it failed.
Cover Sheet Templates
Professional cover sheets with your practice information generated automatically.
Mobile Access
Send and receive faxes from your phone. Handle urgent referrals from anywhere.
Traditional Fax + Cloud
Keep your existing fax machine
Keep Your Fax Machine
Connect your existing fax machine to our cloud service via ATA device. No workflow changes required.
Reliable Delivery
Cloud-based routing eliminates busy signals. Multiple simultaneous faxes, no problem.
Backup and Archive
Even with a physical fax machine, all faxes are archived digitally for easy retrieval.
Failover Protection
If your fax machine is busy or offline, faxes queue and deliver when available.
No Phone Line Needed
The ATA connects to your internet. Cancel your dedicated fax phone line.
Keep Your Fax Number
Port your existing fax number. No need to update letterhead or notify contacts.
Best for: Practices with staff who prefer physical fax machines or workflows built around paper faxes. Get cloud reliability without changing how you work.
Fax by Department
Different departments have different fax needs. Our routing features get faxes to the right people automatically.
Medical Records
- Incoming record requests
- Sending records to specialists
- Insurance requests
- Legal requests
High volume, needs organization and searchability
Referrals
- Incoming referrals from PCPs
- Outgoing referrals to specialists
- Referral follow-ups
Time-sensitive, needs immediate notification
Billing
- Insurance correspondence
- Prior authorizations
- Claims documentation
- Patient statements
Documentation-heavy, needs archive access
Prescriptions
- Pharmacy requests
- Refill authorizations
- Prior auth for medications
Quick turnaround required
Lab & Imaging
- Incoming results
- Orders to facilities
- Follow-up requests
Often urgent, needs routing to providers
HIPAA-Compliant Faxing
Fax remains one of the few communication methods explicitly recognized as HIPAA-compliant for transmitting protected health information (PHI). Our cloud fax service maintains that compliance while adding modern security benefits.
- Encrypted transmission — TLS encryption protects faxes in transit
- Encrypted storage — Archived faxes encrypted at rest
- Access controls — Only authorized staff see incoming faxes
- Audit trail — Complete logs of who sent, received, and viewed faxes
- Business Associate Agreement — We sign BAAs with all healthcare clients
Fax Service Works Standalone
You don't need our VoIP phone service to use cloud fax. Many practices start with just fax and add phones later—or never. It's completely up to you.
Frequently Asked Questions
Can I keep my current fax number?
Yes. We port your existing fax number to our service. Your contacts, letterhead, and directories stay the same. Porting typically takes 1-2 weeks.
Is this HIPAA compliant?
Yes. All fax transmissions are encrypted in transit and at rest. We sign Business Associate Agreements (BAAs) with all healthcare clients. Fax remains a HIPAA-accepted method for transmitting PHI.
What if I need multiple fax numbers?
No problem. Many practices have separate numbers for billing, referrals, and medical records. Each additional fax number is the same monthly rate as your primary number.
Can different departments get their own faxes?
Yes. With fax to email, you can route incoming faxes to specific email addresses based on the number called. Billing faxes go to billing staff, referrals go to your referral coordinator, etc.
What happens if a fax fails to send?
You get immediate notification of delivery failures with the reason (busy, no answer, etc.). The system automatically retries failed faxes. You can also resend with one click.
How long are faxes stored?
Faxes are stored indefinitely in your archive unless you delete them. Most practices keep several years of fax history for compliance and reference.
Can I send faxes from my EHR/EMR?
Many EHR systems have built-in fax integration. We can provide the technical details your IT team or EHR vendor needs to connect. For systems without native integration, the email-to-fax option works as a simple workaround.
What's the difference between the two options?
The $15/month fax-to-email/portal option is fully digital—no fax machine needed. The $49/month ATA option lets you keep using your existing fax machine while gaining cloud benefits like archiving and reliability. Most practices going digital choose the $15 option.
Is there a limit on how many faxes I can send or receive?
Standard plans include generous page allowances that cover typical practice usage. We'll review your current volume during setup and recommend the right plan. Overages are billed at reasonable per-page rates if you exceed your allowance.
Do I need the VoIP phone service to use fax?
No. Our fax service works standalone. Many practices start with just fax and add VoIP later—or never. It's completely up to you.
Related Services
VoIP Phone Systems
Cloud phone systems for medical practices
VoIP Features
Complete feature list
VoIP Hardware
Phones and ATA adapters
Nephrology Marketing
Fax-based referral workflows for nephrologists
Eye Care Marketing
Referral and prescription fax management
Managed IT Support
Complete IT management for practices
Ready to Modernize Your Fax?
Start at $15/month. Keep your fax number. Eliminate the machine headaches.