Author:
mFax by Documo

mFax Security Measures and HIPAA Compliance

All healthcare providers must stay updated on HIPAA requirements and what is needed to comply. Failing to do this leaves the provider open to civil and criminal penalties, some of which can be incredibly severe. When it comes to faxing, online fax services provide robust security measures, helping healthcare providers comply with all HIPPA requirements when transmitting data. The following resources are available to help providers learn more about the security concerns with sending faxes, how online faxing can help, and how to stay on top of the latest in HIPPA changes to comply with all regulations now and in the future.

HIPAA guidelines

All healthcare providers must keep up to date on HIPAA guidelines. HIPAA was initially created in 1996 as a way to help improve the ability of people to obtain and keep health insurance, as well as to combat waste, fraud, and abuse within the healthcare industry. It also helped promote medical savings accounts.

As time went on, HIPAA expanded to include privacy and security rules. The Privacy Rule was put into place in 2003. This rule covered what protected health information (PHI) included and how the PHI would be handled. Th rule also included instructions on disclosing PHI, when permission to use PHI would be needed, and how patients could withhold information from health insurance providers if they privately funded their treatment.

Since HIPAA was initially enacted, it has gone through many changes. Some are minor and involve changing or updating the language used, while other changes, like creating the Privacy Rule, are major. Healthcare providers should be aware of minor and major updates, and should make sure they understand how these updates can impact them. By visiting the US Department of Health and Human Services website, healthcare providers can learn more about the current laws and the latest updates to HIPAA.

Sending Faxes and HIPAA

Faxing has been a mainstay of the healthcare industry for many years now. Faxing initially became mainstream when it started using telephone lines in the 1960s, and it wasn't long before it became widely used throughout the medical community. Healthcare providers who were on different systems or had other methods for record-keeping could easily and quickly send information about a patient to another provider. Though there are potential issues with sending faxes the traditional way, this was the best in technology at the time and made it easier for specialists to work together to treat patients.

The biggest issue with faxing is that it's incredibly easy for HIPAA violations to occur. Fax machines must be in a secured location, faxes must be removed from the machine and stored as soon as they arrive, and providers must ensure they have the correct fax number before sending the fax to avoid private medical information being sent somewhere it isn't intended. Healthcare providers will want to look into how their fax machines and sending faxes could break the law to ensure compliance. Or, they may want to opt for online faxing, which can be more secure when the right provider is used.

Using Digital Faxes for a More Secure Option

Instead of using a fax machine and risking the variety of issues that come with it, healthcare providers today are opting to send faxes digitally. With the right online fax provider, it is possible to stay on top of HIPAA Compliance and Security, significantly reducing the risk of mistakes that could be HIPAA violations. Providers like mFax have robust security protocols to protect patients' privacy and help providers comply with all current HIPAA regulations. As HIPAA changes, digital faxing can easily adjust to the new regulations and keep all data secure. Healthcare providers will want to review the compliance and security options for mFax to see how it can help them prevent violations.

Creating a Notice of Privacy

Since the introduction of PHI in the HIPAA regulations, providers have been required to let patients know how their private information will be used. The notice of privacy offers patients the ability to make sure information is used correctly and avoid it being used in certain situations. It also allows patients to dictate who can view their private information and restricts the viewing to healthcare providers and any named person, like a trusted family member.

When creating a notice of privacy, healthcare providers will want to make sure the privacy notice complies with updated HIPAA regulations. It is essential to tailor the privacy practice as needed while still ensuring it includes everything necessary to comply with HIPAA regulations. Healthcare providers can view a model notice of privacy to see how to create one of their own and what should be included in it.

Business Associate Contract Sample

Healthcare facilities often contract with various businesses for many different services. For any vendor or any other company the facility works with, a contract is needed to protect the privacy of patients. Healthcare providers need to make sure the contract details what can and can't be done,by the vendor or other contractor. Healthcare providers will want a contract they can use with any business they work with, regardless of the type, to make sure privacy laws are understood and followed. Any providers who need to create this type of contract can view a sample business associate contract and see the language used to create one that complies with HIPAA regulations.

HIPPA Cover Sheets When Faxing

One of the requirements for faxing includes using a coversheet when sending a fax. This way, if the fax is not picked up from the fax machine in time, no one will be able to glance and see any private information. With digital faxing, cover sheets are still in use, as they provide valuable information about what the fax contains without stating any confidential information on the initial page. Healthcare providers will want to make sure they have everything needed in the cover sheet to comply with HIPAA. They can do this by checking out free templates for cover sheets.

How Encryption Can Help Healthcare Providers

When sending digital faxes, all information should be encrypted. If there is a breach or someone can gain access to the fax, the encryption will stop them from being able to view or use the information. Basically, encryption changes the data so it cannot be accessed without the correct key – something that a hacker will not have available to them. By encrypting the digital fax when it is sent and any information contained in the fax that will be stored in the cloud, it's possible to prevent hackers from being able to steal a patient's private information.

Healthcare providers do not need to understand encryption fully, but it is still a good idea to learn the basics of how it works and how it can help protect data being sent or stored online. With this knowledge, healthcare providers can make sure they are fully compliant with HIPAA whenever they send or receive a digital fax. Providers can check out an article on what encryption is and how it works to understand the security measures in place better to protect data online.

Security Risk Assessment Tool

Security risks are a concern for healthcare providers. Even if they take patient privacy seriously, as they should, and comply with all HIPAA regulations, there is a chance of a security breach or other issues that lead to a violation. Providers must keep on top of the risks for their facility and know what to do to minimize those risks. Unfortunately, with how everything is connected today, knowing the risks and how to reduce them isn't as easy as it used to be. However, healthcare providers can use a security risk assessment tool to help.

Downloadable from the HealthIT government website, the tool is designed to make it easy to do a risk assessment for healthcare providers. All information is stored locally, so there is no risk of data loss or privacy violations through using the program. Nothing is sent or received through the program, preventing any potential breach that may occur when using the software. Once used, the healthcare provider can view the results of the assessment in a report that is designed to help showcase what risks there are and what can be done to mitigate them. The information can then be used to help minimize any potential risks the healthcare provider faces.

In the Event of a Breach

Healthcare facilities have been under attack from hackers in the past, and it's something that will happen again in the future. When hackers gain access to a healthcare facility's computer system, however, they shouldn't be able to access any personal information. According to HIPAA regulations, protected health information should be unusable, unreadable, or indecipherable to anyone not authorized to access it. It is possible to do this by encrypting the data when it is stored and completely eliminating physical or digital copies when they are no longer needed.

If a breach does happen and someone gains access to unprotected PHI, the healthcare provider must report it as quickly as possible. The Department of Health and Human Services has released a guide for healthcare providers detailing how to submit a notice of a breach if it impacts fewer or more than 500 individuals. This guide also includes a link that makes it easy to report breaches, helping healthcare providers stay on top of the issue.

How Complaints about Violations are Processed

When a patient believes their personal information has been used in a way that does not comply with HIPAA, they can create a complaint. The Department of Health and Human Service's Office for Civil Rights (OCR) Department reviews any compliance regarding HIPAA violations. When a violation is reported, it is reviewed, and the OCR determines if it does not fall under HIPAA or if it is a possible rule violation. They may also decide it is a potential criminal violation and send the information to the Department of Justice.

If the complaint does lead to the discovery of a HIPPA violation, there may be an investigation. At that point, the OCR can work to find the correct resolution to handle the issue. Potential resolutions could include various decisions based on what was found and what the OCR believes needs to be done next. Understanding how complaints about violations are handled is critical, so the Department of Health and Human Services has released a flow chart of the complaint process for healthcare providers to review.

HIPPA Violations – What Happens?

There are various ways for HIPAA violations to be handled, depending on the violation itself and whether the healthcare provider satisfactorily complies with the corrective actions or resolution agreements. In cases where the violation may be a criminal issue under HIPAA guidelines, the information about the complaint can be passed to the Department of Justice for review. For all other cases, the OCR handles the review and resolution process.

In most cases, OCR will try to work with the healthcare provider to comply with HIPAA, to do any corrective actions needed to fix the issues and to come to an agreement for other resolutions that may be required. If the healthcare provider doesn't take action or has willfully failed to comply with HIPAA regulations, they may be required to pay a fine. Healthcare providers should understand the violation process and potential penalties, and can view more information about how OCR enforces HIPAA.

Healthcare providers today have tons of resources to turn to when they have questions or concerns about HIPPA compliance and security. These are a few of the top resources that may be beneficial for providers who need to understand more about HIPAA regulations or who want to be able to easily find more information when it’s needed. When it comes to faxing patient information, providers will want to work with a digital fax service that complies with all HIPAA regulations to avoid the potential for any violations. Healthcare providers can feel at ease when sending or receiving faxes, knowing that the information is secure and that risks are low.

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

Navigating Business Associate Agreements: A Guide for Healthcare Organizations

6 Mins
July 8, 2022

Eight Reasons Why Healthcare Organizations Are Retiring Their Fax Servers

mFax by Documo
mFax by Documo

20 Lesser-Known HIPAA Violations and How to Address Them

8-10 Mins
December 10, 2024
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

7 Key Considerations: Ultimate Cloud Fax Buyers Guide

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 Critical Time & Money

7 min
March 12, 2024
Jack Hoover
Jack Hoover

Need Reliable Faxing? Discover Effortless Online Solutions

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 Physical Fax Machines Putting HIPAA Compliance 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.