ReplixFax Provides Secure, HIPAA Compliant Fax Services for Healthcare
Softlinx’ ReplixFax is a HIPAA compliant electronic fax service geared toward the healthcare industry. The system ensures the security of confidential patient information and business continuity of healthcare providers by implementing appropriate safeguards, including:
Softlinx conducts SOC 2 Audit for HIPAA compliance and Application Penetration Test by reputable third-party vendors on an annual basis, and System Vulnerability Test on a periodic basis to ensure system integrity, reliability and security.
ReplixFax even maintains logs of all faxes, inquiries, retrievals and deletions for auditing purposes. In short, ReplixFax makes all fax-related work simpler yet HIPAA compliant — the perfect combination for many healthcare providers and administrators.
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What Is a HIPAA Compliant Fax Service?
The Health Insurance Portability and Accountability Act of 1996 (HIPAA) is a federal law intended to safeguard consumer health information and data privacy. HIPAA places rules and guidelines around the security of medical records and other personal health information (PHI) that could trace back to an individual. Among other things, HIPAA directly impacts the way healthcare providers and medical practitioners document, communicate and store their patients’ information, including sensitive PHI.
In today’s HIPAA environment, sending a fax can quickly manifest into a detailed, cumbersome and complicated procedure. Online faxing methods often fail to meet the stringent HIPAA compliance requirements due to the use of unsecured equipment or a lack of encryption. Healthcare providers and vendors that neglect to outline comprehensive data-risk analyses throughout their organizations may incur significant financial penalties.
Our healthcare cloud faxing solution promotes interoperability by facilitating communication between EHRs, centralizing data storage and ensuring the security of sensitive information. You can also experience a substantial streamlining of your workflow processes, saving time and increasing operating efficiency from our HIPAA compliant fax.
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Ensuring HIPAA Compliant Faxing
A HIPAA compliant cloud fax service mitigates these electronic risks. It is a solution that aims to make faxing medical information between healthcare operations streamlined and simple. Healthcare cloud faxing also has built-in safeguards to ensure adherence to every aspect of electronic information transfers as stipulated under Title II of HIPAA.
Cloud-based electronic fax services for healthcare organizations allow healthcare professionals to securely transmit ePHI and other important fax documents to recipient’s fax devices using end-user faxing methods via web, email or directly from within their electronic health record (EHR) and other healthcare application systems ensuring security and compliance. All ePHI and sensitive patient information are transmitted over an IP network in a secure encrypted manner using the most advanced encryption technology. Any ePHI and fax documents at rest in the cloud are also kept in encrypted format at a secure data center environment, and benefits from the latest network cybersecurity strategies and frequent monitoring to ensure compliance and security. Your organization can access ePHI, medical data and important fax documents through a secure application portal, over email or online.
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What are HIPAA Compliant Online Fax Services?
Watch Video to Learn MoreWhy Choose Softlinx For HIPAA Compliant Fax Services?
The ReplixFax healthcare fax service from Softlinx offers a reliable online document delivery and faxing solution for businesses of all types, especially those in the healthcare industry. By allowing your business to submit and accept faxes directly to and from your existing applications with an HIPAA-secure method, ReplixFax cuts costs to your business while streamlining your workflows. With the ReplixFax HIPAA compliant fax service, your healthcare business can benefit from:
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- Application Faxing for Business: Softlinx’s service features are specifically designed for business users, focusing on reliability and flexibility. For this purpose, our secure, HIPAA compliant efax solution offers a full API toolkit to support organizations as they integrate the ReplixFax system into their existing workflows and applications. The APIs and sample codes are available, so your IT staff and developers can gain the information they need to integrate your system and automate essential processes so you can start sending secure fax files and documents directly from your established applications.
- Easy End-User Fax Tools: On top of the integration tools designed to ease the transition, the Softlinx system features numerous user-friendly faxing tools to support your business’s online faxing needs. These include a variety of fax processing tools, including email to fax, print to fax, web fax and MFP support. The result is an easy-to-use system that allows your users to send documents directly from business applications using a recipient email address.
- Fax Document Workflow: The Softlinx system has its own systems in place so your secure faxing solutions integrate seamlessly with your workflows. These include electronic filing, printing, metadata passing and barcode fax workflows, as well as integrated tracking and notification systems help to streamline your secure network fax processes.
- Cost-Saving Efficiency: Between reducing your hardware investments and minimizing involved labor, Softlinx can save your business money. By automating delivery, tracking and notification systems, and converting your fax system to a digital format, your business cuts costs while speeding up processes, all while maintaining security.
- Security and Compliance: Healthcare companies are required to maintain patient confidentiality by HIPAA and other regulations. To this end, Softlinx can help by providing a fax solution that is both HIPAA- and PCI-DSS compliant, using extensive data encryption to ensure your fax communication. The ReplixFax document and fax delivery service is hosted at an SSAE 16 audited data center with AES 256-bit encryption applied to all documents at rest. The system even uses SSL/TLS protocols over a secure communication link. Your healthcare business can rest easy knowing your data is handled with the utmost care.
- Constant Service and Support: We provide first-class support from a professional customer support team based out of the United States. With 24/7 service, we always stand ready to help you with your faxing and document delivery needs, from initial setup concerns to employee training. We guarantee only the best, with a service level agreement (SLA) for prompt problem resolution and a 99.9 percent up time.
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How Does Softlinx Support HIPAA Compliance?
Softlinx Cloud Fax Service through ReplixFax offers HIPAA compliant internet fax solutions, safeguarding electronic protected health information for the healthcare industry through multiple measures.
Softlinx ensures a HIPAA compliant efax every time, mostly because it provides appropriate safeguards for electronic protected health information. These guarantees are various safety and security measures that include secure network connections, password security measures and AES 256-bit encryption of fax information.
All electronic internet fax sessions via Web Service API directly from an Electronic Health Record (EHR) application are secure and protected. The system also maintains detailed system logs for all inquiries, fax requests, retrievals and deletions of all faxes for an audit trail.
This HIPAA compliant fax service logs all user activities, along with detailed information for each sent or received fax and can be retrieved via Web Services API or through administrative tools. Upon successful delivery of a fax document, the system can also remove the fax document completely from the system for further security.
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Softlinx’ Data Center is Fully HIPAA Compliant
Softlinx’ data center, where we host our ReplixFax Cloud Service, is an SSAE-16 audited hosting facility that meets the standards set forth by the American Institute of Certified Public Accountants (AICPA) for security and reliability. Our data center is fully compliant with HIPAA and PCI DSS requirements by maintaining a secure network to protect electronically protected health information (e-PHI) and cardholder data, policies on the maintenance of Access Control Measures and a Vulnerability Management Program.
Learn more about how the Softlinx HIPPA-compliant fax solution from Softlinx can help any business in the healthcare industry reach new levels of productivity. Contact us today to schedule a live demo by calling at 1-800-899-7724 or by filling out our form.
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Common HIPAA Compliant Fax Questions
We have one of the best internet fax APIs with a dedicated support team, allowing your product management and development teams to embed secure internet fax capabilities into your healthcare applications with minimal efforts to meet your deadlines. Read more about common questions regarding our HIPAA compliant fax solution!
Is HIPAA Faxing Safe for Sensitive Documents?
HIPAA-compliant fax services are specifically designed to keep patients’ health information secure through a series of rules and penalties that take effect when requirements are not met. These regulations ensure that all files comply with the established security rules. Because health-related data is considered highly sensitive information, HIPAA-compliant internet faxes are also suitable for safeguarding private information from other industries.
For example, a law firm may use HIPAA-compliant fax services to safely transmit confidential information, such as client data, intellectual property, trade secrets and other information protected under attorney-client privilege.
How Does HIPAA Faxing Relate to Security?
HIPAA-compliant fax service guidelines can double as a security standard for businesses in any industry. With a secure faxing method that establishes audit trails and encrypts patient data, you can prevent and track any possible breaches. If a small business has to fax credit card information, HIPAA has the provisions in place to deliver the enhanced security needed to protect it.
When you use HIPAA-compliant fax for your business, you’ll experience a high level of document privacy, traceability and security with every fax you send.
What Is a HIPAA-Compliant Cover Sheet?
A HIPAA fax cover sheet is a document that indicates the confidential nature of the sensitive information included in the fax. Though HIPAA doesn’t require a cover sheet for each fax, attaching one is considered a best practice for mitigating security risks. HIPAA-compliant cover sheets ensure the privacy and security of all patient-protected health information (PHI), safeguarding it from accidental disclosure, unauthorized access and other external factors that may lead to privacy violations.
For example, if a doctor were to refer their patient to another specialist, they would need to fax PHI to that individual. At the specialist’s office, the documents might sit on the printer shelf for an extended time, enabling anyone who walks by to view the information. With a HIPAA-compliant cover sheet on top of the fax, this sensitive information will be hidden from passersby.
Who Uses HIPAA-Compliant Fax?
HIPAA-compliant electronic fax is primarily used by medical professionals and health care organizations to send and secure private patient data. All medical institutions that use traditional faxing can also use HIPAA-compliant fax services in their establishments.
Examples of health care entities that use HIPAA-compliant fax include:
- Physicians’ offices.
- Hospitals.
- Clinics.
- Medical testing centers.
What Is HIPAA Fax API?
HIPAA fax application programming interface (API) is a means of sending and receiving HIPAA-compliant faxes using the cloud. An API is a set of protocols, routines and tools for developing software applications and how they should interact.
HIPAA fax APIs act as a bridge connecting two pieces of software to ensure that both programs can easily communicate and work with one another. You can integrate these cloud-based solutions into your existing applications, including electronic medical records (EMR) and customer relationship management (CRM) technologies.
