Digital communication platforms continue to gain popularity as they add value to users’ lives. Nevertheless, some technologies continue to be used. For example, faxes remain a common way to communicate within this industry. Healthcare workers must confirm that any digital communication platform, including fax platforms, they use complies with all HIPAA rules and regulations.
The Health Insurance Portability and Accountability Act (HIPAA) outlines strict rules regarding privacy and security. These rules are designed to protect the personal health information of patients. HIPAA compliant faxing solutions are one way healthcare providers can comply with the regulatory requirements of this legislation.
Why Fax When Other Methods Are Available?
People may ask why healthcare organizations continue to use fax solutions. Staff members are familiar with this technology, so there is less risk of miscommunication. Furthermore, workers don’t need to find a physical fax machine to send and receive documents. Thanks to cloud-based solutions, they can send and receive these documents from anywhere. All they need is a device and an internet connection.
Complying With HIPAA
Healthcare organizations must comply with HIPAA, and their fax providers must also comply. Every document must have a HIPAA-compliant fax cover sheet, and all transmissions must be protected by encryption and logging features. These security features ensure patient confidentiality is maintained. The risk of a data breach decreases, allowing the organization to avoid heavy penalties and fines, as well as a loss of reputation.
Cloud-based fax solutions streamline a medical professional’s workflow. They can be integrated with electronic health record systems and offer features designed to simplify compliance audits and reporting. The risk of incorrect transmissions decreases, and many programs provide features to automate certain parts of the process. For example, the fax program may provide templates for cover sheets so the worker doesn’t need to start from scratch.
Making the move to cloud-based solutions also eases the burden on the healthcare facility. It will no longer need to worry about finding a secure location for a physical fax machine, thereby reducing the risk of unauthorized parties seeing or removing faxes. There will be no need to wipe or destroy devices with stored patient data or fax images. Workers can focus on other tasks that add value to the organization rather than worrying about safeguarding faxes and the related equipment.
Ensuring Compliance
To comply with HIPAA rules and regulations, every fax must be correctly addressed. Workers must verify recipient details before sending documents. A HIPAA-compliant cover sheet must be included with each fax and contain specific information as required by HIPAA regulations. When working with a third-party fax service provider, the healthcare organization must also have a signed Business Associate Agreement (BAA) on file.
HIPAA-Compliant Faxing Best Practices
Every healthcare organization should implement role-based access controls and automate confirmation and logging to receive confirmation receipts. An audit trail is beneficial during compliance reviews. Ongoing training is necessary for staff members to ensure they have the most up-to-date information on HIPAA updates. The organization must invest in and regularly update its encrypted solutions per the latest guidelines. Furthermore, it should perform routine risk assessments.
Cloud-based fax solutions will soon completely replace physical fax machines. Healthcare organizations must ensure they are prepared for this day. Every organization needs a trusted partner dedicated to maintaining HIPAA compliance. This partnership mitigates the risk of legal issues for both parties while demonstrating a commitment to delivering the highest quality of care to patients.
