Flevy Blog is an online business magazine covering Business Strategies, Business Theories, & Business Stories.

What You Need to Know about Fax Security and HIPAA

Editor's Note: Take a look at our featured best practice, Healthcare Business Capability Model (1-page PDF document). A business capability model for a Healthcare company. To be used as a core document for Enterprise Architects and EA work. Also very valuable to Business Architects and Business Architecture projects/programmes. The Healthcare Business Capability Model provides a comprehensive framework for [read more]

* * * *

Online faxing is convenient and beneficial for all organizations, but business leaders must ensure the services remain HIPAA compliant and meet IT standards. Security is of the utmost importance when transmitting medical data and sharing patient records. Any violation of HIPAA leads to penalties and serious restrictions. Here’s what you need to know about fax security and HIPAA.

Protecting Healthcare Records

HIPAA regulations protect healthcare records and prevent unauthorized viewing and access. Organizations that transmit medical files must follow all requirements outlined in the law, and if they fail to comply, the organization faces hefty fines. With HIPAA-compliant faxing services, companies get adequate security for medical records transmissions and won’t have to worry about data loss or unauthorized use of medical information. Learn more about fax security through an online faxing service provider.

Preventing Identity Theft

The acquisition of medical files could give criminals a chance to commit identity theft. Cyber thieves collect medical information to use a patient’s health insurance illegally and get access to health services. If they can collect these details, criminals are able to max out the patient’s benefits before the person knows about it. Unethical use of medical files may lead to federal offenses and lengthy prison sentences. All companies that fax medical information must ensure that data has the appropriate level of security.

Unauthorized Viewing and Access

All medical information transmitted via fax must have a HIPAA-approved cover letter. The sender must have the correct verbiage on the cover letter that lets everyone know the documents include medical records as directed by HIPAA. Most online faxing services offer templates for cover letters to make transmissions easier, and the workers select a cover letter through the services. If they do not add the cover letter, they are in violation of the law, and the company will face fines and serious penalties. Some healthcare organizations can lose accreditation if they violate federal laws.

Securing Faxing Services to the Network

The service provider sets up connections for all workers and the business owner once online faxing services are purchased. Companies pay a fee each month for faxing services based on the package the owner chooses, and security measures apply to all connections. Using online faxing services through a company network increases the security of all documents transmitted, and outsiders cannot view or access any medical data.

Creating Worker User Accounts

All workers need their own user accounts when using online faxing services. Service providers create user names and secure passwords for each account and connect them to worker email accounts. The design blocks outsiders, and other workers cannot use each other’s user accounts at any time. These measures prevent unauthorized viewing of medical data and keep all information secure. Network administrators maintain logs of all activity on the online faxing services and provide details to business owners if there is a security breach or suspected unethical use of medical information.

Organizations that fax confidential data must comply with federal laws based on the information they transmit. Organizations that send or receive medical data must remain HIPAA compliant and protect patient data. Online faxing services are available to organizations and are convenient to use, but all workers must have proper permissions and authorization to connect to the services. Speak to an online faxing service provider about what you need to do to remain compliant with HIPAA and IT standards.

Excel workbook
A hospital represents one of the few business opportunities that give you the ability to save lives on a regular basis. In addition to treating illnesses and injuries, many establishments offer preventive health services. They also provide access to advanced equipment that helps primary care [read more]

Do You Want to Implement Business Best Practices?

You can download in-depth presentations on Healthcare and 100s of management topics from the FlevyPro Library. FlevyPro is trusted and utilized by 1000s of management consultants and corporate executives.

For even more best practices available on Flevy, have a look at our top 100 lists:

These best practices are of the same as those leveraged by top-tier management consulting firms, like McKinsey, BCG, Bain, and Accenture. Improve the growth and efficiency of your organization by utilizing these best practice frameworks, templates, and tools. Most were developed by seasoned executives and consultants with over 20+ years of experience.

Readers of This Article Are Interested in These Resources

Excel workbook
The wellness center budget template is a comprehensive financial planning tool that caters to all types of businesses operating in the wellness industry. This template is designed to provide owners and CFOs of wellness businesses with a complete overview of their financial status, allowing them to [read more]

30-slide PowerPoint presentation
10-slide PowerPoint presentation

About Shane Avron

Shane Avron is a freelance writer, specializing in business, general management, enterprise software, and digital technologies. In addition to Flevy, Shane's articles have appeared in Huffington Post, Forbes Magazine, among other business journals.

Complimentary Business Training Guides

Many companies develop robust strategies, but struggle with operationalizing their strategies into implementable steps. This presentation from flevy introduces 12 powerful business frameworks spanning both Strategy Development and Strategy Execution. [Learn more]

  This 48-page whitepaper, authored by consultancy Envisioning, provides the frameworks, tools, and insights needed to manage serious Change—under the backdrop of the business lifecycle. These lifecycle stages are each marked by distinct attributes, challenges, and behaviors. [Learn more]

We've developed a very comprehensive collection of Strategy & Transformation PowerPoint templates for you to use in your own business presentations, spanning topics from Growth Strategy to Brand Development to Innovation to Customer Experience to Strategic Management. [Learn more]

  We have compiled a collection of 10 Lean Six Sigma templates (Excel) and Operational Excellence guides (PowerPoint) by a multitude of LSS experts. These tools cover topics including 8 Disciplines (8D), 5 Why's, 7 Wastes, Value Stream Mapping (VSM), and DMAIC. [Learn more]
Recent Articles by Corporate Function






The Flevy Business Blog (https://flevy.com/blog) is a leading source of information on business strategies, business theories, and business stories. Most of our articles are authored by management consultants and industry executives with over 20 years of experience.

Flevy (https://flevy.com) is the marketplace for business best practices, such as management frameworks, presentation templates, and financial models. Our best practice documents are of the same caliber as those produced by top-tier consulting firms (like McKinsey, Bain, Accenture, BCG, and Deloitte) and used by Fortune 100 organizations. Learn more about Flevy here.

Flevy Marketplace: Top 100
· Strategy & Transformation
· Digital Transformation
· Operational Excellence
· Organization & Change
· Financial Models
· Consulting Frameworks
· PowerPoint Templates
FlevyPro (Subscription Service)
KPI Library
Streams (Functional Bundles)
Flevy Executive Learning (FEL)
PowerPoint Services

FREE Resources

About Flevy
Management Topics
Marcus (AI-Powered Consultant)
Partner Program
LinkedIn Influencer Marketing
FAQ / Terms / Privacy / Blog
Contact Us: support@flevy.com

Acquisition Strategy
Artificial Intelligence
Balanced Scorecard
Best Practices
Big Data
Breakout Strategy
Business Continuity Planning
Business Plan Financial Model
Business Transformation
Change Management
Communications Strategy
Company Financial Model
Competitive Advantage
Competitive Analysis
Consulting Frameworks
Continuous Improvement
Core Competencies
Corporate Culture
Cost Reduction Assessment
Customer Experience

Strategy, Transformation, & Innovation
Digital Transformation
Operational Excellence and LSS
Organization, Change, & HR
Management Consulting

Customer Journey
Customer Service
Cyber Security
Data Privacy
Decision Making
Digital Marketing Strategy
Digital Transformation
Digital Transformation Strategy
Due Diligence
Employee Engagement
Employee Training
Enterprise Architecture
Growth Strategy
HR Strategy
Hoshin Kanri
ISO 27001
Information Technology
Innovation Management
Integrated Financial Model
Key Performance Indicators

Business Strategy Frameworks
Case Studies
Consulting Training Guides
COVID-19 Trend Data
Digital Transformation
Financial Advising Services (FAS)

Knowledge Management
Lean Manufacturing
M&A (Mergers & Acquisitions)
Market Research
Marketing Plan Development
Maturity Model
McKinsey PowerPoint
McKinsey Templates
Operational Excellence
Organizational Change
Organizational Design
Performance Management
Post-merger Integration
Pricing Strategy
Process Improvement
Process Maps
Procurement Strategy
Product Launch Strategy
Product Strategy
Project Management
Quality Management

Free Resources
KPI Library
Lean Management
Lean Six Sigma Training Guides
Marcus Insights
Operational Excellence

Real Estate
Remote Work
Risk Management
Robotic Process Automation
Service Design
Six Sigma Project
Social Media Strategy
Strategic Planning
Strategic Thinking
Strategy Development
Supply Chain Analysis
Target Operating Model
Team Management
Total Productive Maintenance
Value Chain Analysis
Value Creation
Value Stream Mapping
Visual Workplace
Workplace Safety

Product Strategy
Small Business Owner
Startup Resources
Strategic Planning
Strategic Planning Process
Value Innovation Strategy

© 2012-2024 Copyright. Flevy LLC. All Rights Reserved.