The Importance of HIPAA Compliance on Your Fax Solution

The Importance of HIPAA Compliance on Your Fax Solution

HIPPA regulations require companies and medical facilities to follow additional protocols to keep patient records secure. The unethical access or use of confidential medical records can lead to lower standards of care and patient injuries.

The Health Insurance Portability and Accountability Act of 1996 requires organizations to prevent the disclosure of any medical information without the individual’s explicit consent. When faxing confidential data online, organizations must comply with the laws and protect all clients and their information.  

Preventing Access to Confidential Medical Data

The purpose of HIPAA compliance is to prevent access to confidential medical data, and all medical faxes must have appropriate cover letters that specify that access the content is restricted. The recipient’s name appears on the cover letter, and any workers who have access to fax services will know to give the fax to that person only.

The warning is to prevent anyone else from reading the content or learning medical facts about anyone without authorization. Businesses who want to learn more about faxes with HIPAA compliance get started by contacting a vendor now. 

Stopping the Unethical Use of Medical Information

When sending a fax that contains medical information, the sender must follow all efforts to stop the unethical use of the data. This is why federal regulations require a cover letter. Companies that send or receive medical data can follow additional protocols to restrict access to the faxes such as setting up user accounts and credentials. Online faxing services are managed via the company’s network, and the administrator can set up user accounts according to each worker’s security clearance.  

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Informing Others of Confidential Data

By following the protocol, the sender can warn others of the confidential information. HIPAA compliant faxing services provide a beneficial way to limit access to the data and decrease risks to patients. The cover letters must have specific verbiage according to HIPAA regulations, and many online faxing services offer templates that streamline the cover letter creation process. The user can select a cover letter from the templates and add a pre-generated copy to the outgoing fax.  

Robust Security Schemes and Encrypted Data

Online faxing services must have robust security schemes and high-grade encryption for medical data. When setting up the fax services, the administrator can apply the company’s security schemes to increase security and protection for incoming and outgoing data. The security schemes assess connections and prevent cyber breaches that give outsiders access to the information. The network generates a log of all attempts to capture or decode the data.  

Preventing Violations and Penalties

Any company that doesn’t follow the current HIPAA regulations faces penalties if the medical information is stolen, corrupted, or used for financial gains. The safety of all patients depends on how well the medical records are secured and protected.

If outsiders get into the records, changes could be made that threaten the person’s health and well-being. Cybercriminals that try to access medical files don’t make these attempts just to collect information. The perpetrators may try to gain access to change details and cause harm to the individual.  

HIPAA regulations are in place to safeguard all patients and prevent unauthorized access to medical files. According to the laws, all companies, physicians, or medical centers that fax medical data online must comply with all standards. A cover letter must be provided any time that a medical fax is sent to ensure that unauthorized parties do not gain access to the data. By learning more about HIPAA compliance, businesses avoid penalties and keep clients safer.  


IITSWEB is the Chief Business Development Officer at IITSWEB, a Magento design and development company headquartered in Redwood City, California. He is a Member of the Magento Association and an Adobe Sales Accredited Magento Commerce professional. Jan is responsible for developing and leading the sales and digital marketing strategies of the company. He is passionate about ecommerce and Magento in particular — throughout the years his articles have been featured on Retail Dive, Hacker Noon, Chief Marketer, Mobile Marketer, TMCnet, and many others.

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