How Does a Fax Server Help with HIPAA IT Requirements?

Posted on October 18, 2019

Faxing has come a long way in the 21st century despite it being considered an older process. Nonetheless, it remains a critical element of the documentation process for many companies. Businesses such as those in the finance and healthcare industries use faxing extensively to transmit essential documents. However, as technology has advanced, faxing has taken on more modern capabilities to make it entirely at home in the digital environment, which defines modern businesses. Meet the fax server: the next generation of faxing that is helping healthcare organizations meet the HIPAA IT requirements.

A fax server is a centralized faxing solution that eliminates the need for analog phone lines and is installed on a server.  Sometimes known as Fax Over IP, it eliminates the physical fax machine and enables users to print out faxes via the multifunction printer. As such, it provides several advantages for healthcare organizations that need to adhere to HIPAA IT requirements and regulations.

Healthcare is one of the biggest industries in Nashville but finding IT services in Nashville, TN which understand the importance—and modernity—of faxing may be difficult. RJ Young is thrilled to be among the few managed service providers in Nashville, TN with expertise in fax servers and in-depth knowledge of how they help healthcare organizations remain HIPAA compliant by following privacy and security requirements.

How a Fax Server Assists With HIPAA Compliance

Fax servers make faxing more secure and accessible by enabling faxing from any computer or multifunction device. As such, healthcare organizations can enjoy a HIPAA compliant faxing solution because:

1. Gives Businesses a Way to Ensure Physical Security of PHI

HIPAA requires that healthcare organizations, or related businesses that handle Protected Health Information (PHI), maintain a level of physical security regarding devices or areas which may contain such data. Many organizations follow stringent guidelines regarding devices such as tablets, laptops, or other electronics that could readily fall into the wrong hands. Likewise, desktop computers must be similarly protected.

Most healthcare organizations are familiar with the facility access guidelines associated with these devices. Implementing HIPAA compliant solutions for devices like fax machines are more complicated. On their own, fax machines are challenging to secure. While they cannot be hacked or sent viruses like a digital printer, they also cannot benefit from new security measures.

In contrast, a fax server fits seamlessly into the digital infrastructure, which already exists in a modern healthcare office. It can benefit from the robust cybersecurity measures which are already in place on computers or printers, making it much easier to satisfy HIPAA requirements.

2. Businesses Gain Total Control Over Faxing Processes

A fax machine, which exists separately from other office technology and processes, is difficult to track the usage or incoming and outgoing faxes. Fax servers increase the visibility of incoming faxes or faxes sent to a business, and they can be configured more readily to support the office workflow while satisfying HIPAA security and access requirements. As such, an organization gains new levels of access control over faxing processes both for security and productivity purposes.

3. Fax Servers Have Encryption and Authentication Methods

Just like accidentally dialing the wrong phone number, it is possible to send a fax to the wrong place – for healthcare organizations, the accidental disclosure of PHI can prove disastrous. Fax machines historically have not come with ways to ensure that the documents are only readable by the right people. Once sent, the fax has been launched outside the organization’s control.

Fax servers, on the other hand, can take full advantage of encryption and authentication methods, thereby improving transmission security for PHI. Faxing software can help users authenticate both inbound and outbound faxes to ensure that only the right people are sending, receiving, or viewing the fax.

4. Fax Servers Can Leverage Automation

Business process automation is one of the most powerful tools at the disposal of modern businesses operating in a highly digital environment. Fully integrated with the modern office, a fax server is fully capable to take advantage of these tools.

Automation assists with HIPAA compliance by reducing errors and the number of eyes that pass across a document during its life cycle. With automation, a healthcare organization eliminates concerns such as whether a document will be filed correctly or sent to the correct person.

RJ Young Works with Nashville Healthcare Organizations

Managed IT service providers in Nashville, TN, who are able to demonstrate familiarity with faxing technology, are in a prime position to assist companies with developing HIPAA compliant fax solutions. RJ Young is a managed service provider in Nashville who excels at helping healthcare organizations develop the most efficient, secure, and compliant solutions across all of its business processes.

Don’t leave compliance to chance – work with RJ Young to receive top-quality, HIPAA compliant faxing solutions in Nashville, Tennessee. Start a conversation now to get started.