Pagers were all the rage in the late 1990s and early 2000s, but their use rapidly declined with the emergence of cell phones. Similarly, the fax machine – first widely adopted in the 1960s – has been replaced almost everywhere by more efficient digital tools. Yet in healthcare, faxing persists as a critical communication channel, resisting modernization due to specific industry needs around security and compliance.
Many physician practices still rely on this method of transmitting documents. Seventy percent of all the industry’s communication is conducted through faxing, and more than nine billion fax pages are exchanged yearly in healthcare, including 56 percent of referrals. But according to the Medical Group Management Association (MGMA), traditional fax machines aren’t optimal for sending sensitive healthcare documents because:
- Faxed documents generate flat images, requiring manual re-entry into EHR or practice management systems.
- Illegible faxes can prompt repeated communications, consuming staff resources.
- Faxing sensitive health information to incorrect numbers risks costly HIPAA violations; the largest HIPAA fine issued for faxing to the wrong number was $2.5 million.
- Delays in transmitting critical paperwork disrupt care continuity and increase practice costs.
- Faxed records frequently face distorted images, missing pages, and a lack of automatic transcription capabilities.
Why Adding Cloud-Based Faxing Is Easier Than You Think
Including cloud-based faxing in your practice doesn’t have to be costly, complex, or disruptive. RingRx’s cloud-based fax solution streamlines secure healthcare communications without compromising compliance, patient confidentiality, or your practice’s workflow.
With our intuitive web-based portal and convenient mobile app, faxing is as simple as logging in, entering recipient details, and uploading your PDF or TIFF file. You can quickly review sent statuses and timestamps and receive email notifications, eliminating manual follow-ups and administrative hassle. Our system automatically retains fax messages according to your mailbox quota, securely storing them for easy retrieval and compliance audits.
RingRx respects your comfort level with technology and meets your practice where it currently operates. That’s why we continue supporting traditional faxing capabilities through a simple ATA device, allowing seamless communication with colleagues and patients who prefer or require traditional fax methods.
Our Voice over Internet protocol (VoIP) communication solution includes web-based faxing, which allows for sharing information across multiple systems and speeds up the transmission of patient records, billing statements and insurance claims. It also reduces your overall administrative burden, a crucial component amid widespread staffing shortages.
With the RingRx platform, faxes are sent via the cloud-based system and saved in your online portal. When a document or image is sent or received, the system automatically creates a file and records it in the portal for quick access. Once logged into your account, you can easily review sent and received statuses, time stamps, email notifications, and more.
How RingRx’s Fax Solution Meets Healthcare Communication Needs
Read on to learn what features our HIPAA-compliant faxing solutions offer for sending documents to anyone using our convenient web portal or mobile app:
- Full Encryption: Protects sensitive patient information and ensures compliance with HIPAA, minimizing security risks associated with PHI transmission.
- Unique Fax Number for Each User: Maintains confidentiality by ensuring faxes reach the correct person or department, reducing the risk of PHI exposure.
- Automated Inbound Faxing: Integrates seamlessly with internal systems to accelerate document organization and patient file management.
- Fax Message Storage and Retention: Easily save and access secure records of all transmitted documents, facilitating smooth audits and compliance checks.
- Dedicated Fax Number: Assign each team member or department their fax number, simplifying routing and enhancing efficiency.
- Fax History: Track and retrieve past communications from our secure online portal, reducing misplaced or lost documents.
- Unlimited Faxing: Enjoy unlimited inbound and outbound faxing across North America, eliminating unexpected usage fees.
- Business Associate Agreement: RingRx signs a BAA, ensuring PHI handling meets HIPAA standards.
