Author:
Matt Overlund

How OCR Fax Software Saves Healthcare Organizations Critical Time

The Evolving Landscape of Fax Services

Through many decades of change, fax technology has remained a pivotal component in various industries, particularly in healthcare and health tech sectors, due to its unrivaled reliability, security, and simplicity. Now, modern advances, like cloud-based delivery models and Optical Character Recognition (OCR) fax software, have brought fax into the cloud-based world in ways that benefit patients and healthcare providers in significant ways. 

Cloud-based innovations combine the flexibility, scalability, and accessibility of the cloud with the tried-and-tested benefits of fax technology. Instead of fax being a relic of the past, it’s an integral part of a secure and reliable cloud-based world that makes healthcare businesses more efficient and improves patient care.

The Pivotal Role of Fax for Healthcare Organizations

Faxing between care providers forms an information pathway essential for decisions like prior authorization for care, patient acceptance, and admission following a referral to a specialist. 

When selecting a fax provider, reliability, security, and cost are often key factors in the decision-making process, but evaluation of a fax vendor should not stop there.

Why? Because the value of the faxed document doesn’t stop at reliable, secure transmission. That’s where it begins.

Patient Referrals in Healthcare

Let’s use patient referrals between providers as an example: The arrival of a patient referral request via fax at a clinic's admissions office triggers a detailed and time-sensitive process. 

A single patient referral is often sent to multiple competing providers within a service area for review. The first responding provider that meets the requirements to provide care for the patient in question gets the referral. 


For those providers, time to review and accept or reject a referral request is often measured in minutes, a critical factor when life-preserving care is at stake.

The Challenges with Legacy Fax Technology

The resilience of fax as a technology solution is also one of the biggest challenges with it in the modern world: simplicity. A faxed document is simply a picture of a physical document sent between fax machines. 

Within those scanned paper documents live the information required to make a patient admission decision. The patient name, date of birth, medical record number, and summary of medical history — all captured in the pages of the scanned documents, easy-to-read but difficult to work within the systems of record or systems of decision that underpin healthcare businesses.


When a clinic receives a new patient referral, there is critical information that must be located, reviewed, and identified before a recommendation to accept or reject a patient can be handed off to a doctor for a final admit decision. 

  • Patient demographics - must be located and validated, often on non-standardized forms. 
  • Patient medical history - must be reviewed, particularly to identify any conditions that require treatment outside the capabilities of the clinic. 
  • Missing information - must be identified and the referring provider should be contacted for clarification. 

Every second counts. 

The challenges faxed documents impose on information processing for healthcare systems can’t be understated — and yet fax persists as a dominant solution to document transmission in healthcare. Manual data entry takes time, and time is extremely valuable for healthcare organizations.

The Solution: Modern Fax-Enabled Document Management Systems

Today, the problem of connectivity between the data in the paper documents and the workflows that drive operations in healthcare is too often solved by manual effort. An administrative healthcare worker manually grabs the documents from the fax machine and transcribes information into relevant systems.

The speed of this process depends exclusively on the speed with which the healthcare worker can transcribe the information. There are many variables that could slow down this person and make the process of manual data entry take longer than necessary. 

What if this process didn’t rely so heavily on manual processes laden with potential errors and slowdowns? Why not deliver the fax with the data necessary to begin the admission decision process immediately?

Optical Character Recognition (OCR) and Beyond

This outcome is achievable with modern, cloud-native fax that moves beyond transmission capabilities to provide connectivity and performance that elevates fax into a true document management platform component. 

Advancements in computer vision, natural language processing (NLP), machine learning, and other Artificial Intelligence (AI) have captured our collective attention recently. These same technologies, paired with text recognition capabilities like OCR software and handwriting recognition technologies which convert physical documents into digital documents, now allow us to move fax beyond mere document delivery. 

How OCR Software Reduces Manual Data Entry

Combining these technologies with the reliable, well-understood transmission capabilities of digital fax systems creates a new reality in document-based workflows: the ability to receive immediately-actionable documents.

Now, instead of manual data entry by a healthcare worker, the document arrives with the relevant information already able to be transferred into your computer system. OCR fax software saves time, frees up employees to do other work, and cuts down on the possibility of human error in transcription.

Integrating OCR Technology for Enhanced Efficiency

The ability to extract text from a faxed document via OCR fax software provides the foundation for searchable document archives and more advanced capabilities such as document type identification and targeted data extraction. These features simplify the automation of otherwise time-consuming tasks like document routing and manual data entry.

Embracing the Future of Fax

Modern cloud-native digital fax solutions, exemplified by offerings like mFax by Documo, represent a new document transmission and management era. 

No longer confined to the simple document delivery of a fax machine, these solutions combine the reliability of traditional fax with cutting-edge advancements in OCR software, AI, and cloud computing. The result transforms fax from a communication tool into an integral component of sophisticated, data-driven workflows.

In embracing modern fax solutions, healthcare businesses are not just adapting to change – they're leading it, ensuring that every document, every referral, and every patient interaction is handled with the utmost efficiency and care. This is not just an advancement in technology; it's a leap forward in patient care and operational excellence that is changing the healthcare industry.

Want to learn how mFax by Documo can benefit healthcare organizations like yours? Talk to our industry-leading implementation and support experts.

Author: Matt Overlund

Table of Contents
Schedule your mFax Demo
User-Friendly Interface
Full-Featured Cloud Fax API
Reliable White-Label Fax Solution
Secure and Encrypted
Schedule Your mFax Demo

Recent posts

mFax by Documo
mFax by Documo

Top 5 Features to Look for in the Best Online Fax Service

6 mins
July 3, 2024
mFax by Documo
mFax by Documo

The Ultimate Guide to Implementing a Secure Cloud Fax API

10 mins
June 26, 2024
mFax by Documo
mFax by Documo

mFax Security Measures and HIPAA Compliance

6 Mins
July 7, 2022
mFax by Documo
mFax by Documo

Things You Should Consider Before Signing a Contract

5 Mins
July 7, 2022
mFax by Documo
mFax by Documo

How to Securely Fax Medical Records to Maintain HIPAA Compliance

5 MIns
July 7, 2022
mFax by Documo
mFax by Documo

Safe Faxing Tips and Best Practices

5 Mins
July 7, 2022
mFax by Documo
mFax by Documo

6 Ways to Fax

4 Mins
July 7, 2022
Jack Hoover
Jack Hoover

Maximizing Data Security: Secure Cloud Faxing Strategies for IT Managers

11 mins
June 21, 2024
Phil Charron
Phil Charron

Administrative Burdens: The Reason US Healthcare Is Broken

4 Mins
June 11, 2024
Tony Cox
Tony Cox

How Does Cloud Fax Increase Revenue For Agents & Resellers?

3 Mins
June 7, 2024
Steve Chong
Steve Chong

What Role Does AI Play in Managing Healthcare Information?

5 Mins
May 24, 2024
Denis Whelan
Denis Whelan

Healthcare Interoperability, more than EHR to EHR

3 mins
May 8, 2024
Shane Fitch
Shane Fitch

How Do Product Managers Integrate Cloud Fax In Healthtech?

6 mins
April 2, 2024
Steve Chong
Steve Chong

What To Look For in a Cloud Fax Solution as a Reseller

9 mins
March 26, 2024
Denis Whelan
Denis Whelan

Ultimate Cloud Fax Buyers Guide: 7 Key Considerations When Choosing an Online Fax Service

10 mins
April 9, 2024
Sam Dorshorst
Sam Dorshorst

Enterprise Cloud Fax Implementation Pitfalls

9 mins
March 19, 2024
Matt Overlund
Matt Overlund

How OCR Fax Software Saves Healthcare Organizations Critical Time

7 min
March 12, 2024
Jack Hoover
Jack Hoover

Effortless Fax Online Solutions: Your Guide to Modern, Reliable Faxing

8 min read
December 19, 2023
Jack Hoover
Jack Hoover

Faxing Made Easy: Send & Receive Faxes on iPhone with mFax

11 min read
November 29, 2023
Jack Hoover
Jack Hoover

Top Tips for Sending and Receiving Faxes via Email

5 min read
November 17, 2023
mFax by Documo
mFax by Documo

Fax Plus vs. mFax - A Comprehensive Comparison

5 min read
November 2, 2023
mFax by Documo
mFax by Documo

WestFax vs. mFax - A Comprehensive Comparison

November 2, 2023
mFax by Documo
mFax by Documo

OpenText vs. mFax - A Comprehensive Comparison

November 2, 2023
mFax by Documo
mFax by Documo

Concord vs. mFax - A Comprehensive Comparison

November 2, 2023
mFax by Documo
mFax by Documo

mFax vs. Retarus - A Detailed Comparison

5 min read
November 2, 2023
mFax by Documo
mFax by Documo

mFax vs. RingCentral - A Detailed Comparison

5 min read
November 2, 2023
mFax by Documo
mFax by Documo

mFax vs. Biscom - A Detailed Comparison

5 min read
November 2, 2023
mFax by Documo
mFax by Documo

mFax Versus iFax - A Detailed Comparison

November 2, 2023
mFax by Documo
mFax by Documo

mFax vs. eFax - A Detailed Comparison

5 min read
November 2, 2023
mFax by Documo
mFax by Documo

How can you securely fax HIPAA compliant in 2024? With mFax.

6
October 18, 2023
mFax by Documo
mFax by Documo

Free Fax Cover Sheet Templates

5
October 30, 2023
mFax by Documo
mFax by Documo

Top 10 eFax Best Alternatives | 2023

3 minutes
October 25, 2023
Brynna Carman
Brynna Carman

Part 2: ViVE 2023 Innovators

March 8, 2023
Brittany Woo
Brittany Woo

50 Must See HealthTech Innovators @ ViVE

March 8, 2023
mFax by Documo
mFax by Documo

Health Tech Innovator Profile: Phreesia

February 6, 2023
mFax by Documo
mFax by Documo

Comparably's Top Companies with Inclusive Cultures for Women

January 17, 2023
mFax by Documo
mFax by Documo

SOC 2 Compliance is Just Table Stakes for Vendor Evaluations

January 12, 2023
mFax by Documo
mFax by Documo

Documo Selected as 2022 Comparably Award Winner

November 30, 2022
mFax by Documo
mFax by Documo

What is Faxploit and How Can We Avoid It?

6 min read
July 11, 2022
mFax by Documo
mFax by Documo

Why Does Faxing Still Exist Despite Advancing Technology?

11 min read
August 15, 2022
mFax by Documo
mFax by Documo

How to Send a Fax in 2023: A Comprehensive Guide

7 min read
September 10, 2022
mFax by Documo
mFax by Documo

Why Is Fax Still Important in Financial Industries?

11 min read
September 15, 2022
mFax by Documo
mFax by Documo

Ultimate FAQ For Online Faxing

6 min read
September 15, 2022
mFax by Documo
mFax by Documo

Online HIPAA Fax Compliance in 2024: For Regulated Companies

June 30, 2022
mFax by Documo
mFax by Documo

Why Your Business Needs A Programmable Fax API

June 30, 2022
mFax by Documo
mFax by Documo

Why These 4 Industries Still Fax In 2020

July 5, 2022
mFax by Documo
mFax by Documo

VoIP vs FoIP - How to Choose the Best Service for Your Business

June 30, 2022
mFax by Documo
mFax by Documo

Why is HIPAA-Compliant Fax Crucial for the Healthcare Industry?

June 29, 2022
mFax by Documo
mFax by Documo

Why Fax is Better Than Email

July 6, 2022
mFax by Documo
mFax by Documo
Tech talk

What Personal Information is Protected Under HIPAA?

12
June 29, 2022
mFax by Documo
mFax by Documo

Vanilla Go Paperless Cupcakes

June 30, 2022
mFax by Documo
mFax by Documo

Ultimate Guide to HIPAA Fax

July 7, 2022
mFax by Documo
mFax by Documo

T.38 and the VoIP Fax Stigma

July 5, 2022
mFax by Documo
mFax by Documo

The Matter of Fax: A look at faxing in healthcare

July 7, 2022
mFax by Documo
mFax by Documo

The Limitations (and Even Dangers) of Free Fax Services

June 29, 2022
mFax by Documo
mFax by Documo

The Future of the Cloud Fax Market

June 29, 2022
mFax by Documo
mFax by Documo

The Evolution of Fax Technology

June 29, 2022
mFax by Documo
mFax by Documo

Partner Spotlight - Skyetel

July 7, 2022
mFax by Documo
mFax by Documo

Is Cloud Faxing Secure & Safe?

June 30, 2022
mFax by Documo
mFax by Documo

Interesting Fax Facts for People to Ponder

June 29, 2022
mFax by Documo
mFax by Documo

Online Signature Analysis: What Your Signature Says About You

June 29, 2022
mFax by Documo
mFax by Documo

Is it Safe to Fax Personal Information?

June 29, 2022
mFax by Documo
mFax by Documo

How to Protect Your MFPs from Security Breaches

June 30, 2022
mFax by Documo
mFax by Documo

How to Send an International Fax the Old-Fashioned Way

June 29, 2022
mFax by Documo
mFax by Documo

HIPAA-Compliant Faxing Made Easy with Innovaccer and mFax

June 29, 2022
mFax by Documo
mFax by Documo

Industries That Are Benefiting the Most from Online Faxing

June 29, 2022
mFax by Documo
mFax by Documo

How to Get a Fax Number Without a Phone Line

June 29, 2022
mFax by Documo
mFax by Documo

How the Elections Benefit from Online Faxing

June 29, 2022
mFax by Documo
mFax by Documo

How Emailing Private Docs Can Leave You Vulnerable

June 30, 2022
mFax by Documo
mFax by Documo

How Are These 6 Healthcare Orgs Utilizing mFax for Success?

June 29, 2022
mFax by Documo
mFax by Documo

How Cloud Fax Enables Healthcare Interoperability During Coronavirus

July 5, 2022
mFax by Documo
mFax by Documo

How Healthcare IT Teams Can Deliver Interoperability In 2020

July 5, 2022
mFax by Documo
mFax by Documo

How Do Cloud Faxes Work?

June 30, 2022
mFax by Documo
mFax by Documo

Beginners' Guide to Business Automation

July 5, 2022
mFax by Documo
mFax by Documo

HIPAA Fax Cover Sheet: A Secure Guide and Free Templates

June 29, 2022
mFax by Documo
mFax by Documo

Cloud Faxing: Top 5 Questions That You’re Guaranteed to Ask

June 30, 2022
mFax by Documo
mFax by Documo

HIPAA and The Cloud

July 7, 2022
mFax by Documo
mFax by Documo

Are You on the Brink of a HIPAA Disaster? How Physical Fax Machines Put You at Risk

July 7, 2022
mFax by Documo
mFax by Documo

Healthcare Technology Trends to Watch Out for

July 7, 2022
mFax by Documo
mFax by Documo

Cloud Fax or Fax Server - How to Compare Solutions

June 30, 2022
mFax by Documo
mFax by Documo

5 Reasons Why Online Faxing is Important

June 29, 2022
mFax by Documo
mFax by Documo

Are You Losing 15% of Your Faxes?

June 30, 2022
mFax by Documo
mFax by Documo

5 Ways The mFax Solution Dominates The Financial Industry

July 6, 2022
mFax by Documo
mFax by Documo

5 Best Concord Cloud Fax Alternatives

June 29, 2022
mFax by Documo
mFax by Documo

4 Simple Ways You Can Quickly Improve Patient Retention

July 5, 2022
mFax by Documo
mFax by Documo
mSign me up

Advantages and Disadvantages of Online Faxing

June 29, 2022

Get in touch with our US based team of fax experts

We'll help you assess your fax needs and determine the best solution for your business.

+1 (888) 966-4922
Thank you! Your submission has been received!
Oops! Something went wrong while submitting the form.