HIPAA Compliance: How to Ensure Your Fax Meets Standards
Healthcare organizations frequently handle sensitive data. When they need to send or receive this data, fax technology offers a secure and confidential way to do so. However, the organization must select a fax service that is HIPAA-compliant. Why is this important?
Healthcare providers must adhere to all Health Insurance Portability and Accountability (HIPAA) standards and regulations. How can an organization go about ensuring your fax is HIPAA compliant? What factors should it look for when making this choice?
The Importance of HIPAA-Compliant Fax Services
HIPAA was enacted to protect a person's private medical information. When medical professionals send and receive sensitive information, they must ensure unauthorized parties don't gain access to this information. A HIPAA-compliant fax service has security measures to ensure the transmission meets all federal standards for protecting this information.
A healthcare organization may be penalized for not securing protected health information (PHI). No breach has to occur. If the risk of the information falling into the wrong hands is present, the healthcare organization is at fault. Fax technology offers the highest level of security regarding digital communication methods. The fax provider implements security measures to ensure clients comply with HIPAA rules and regulations.
Elements of a HIPAA-Compliant Fax Service
When choosing a fax service, organizations that must comply with HIPAA should look for several things. The service must use industry-standard TLS/SSL encryption rather than SSL encryption. At a minimum, the fax provider must use TLS 1.2. Data must be encrypted during transmission and storage, and any digital faxes the service retains must remain encrypted using AES 256-bit encryption.
The fax provider must house the PHI transmissions in a Tier III data center holding SSAE 16 SOC 2 certifications. Servers in these data centers remain in locked cages to prevent unauthorized access, and the facilities are protected using biometric access control and around-the-clock surveillance. The facility should provide guaranteed connectivity, backup power, and redundant connections.
HIPAA security requirements can only be implemented by those aware of them. Look for a fax provider that comprehends the HIPAA requirements and follows best practices when implementing them. The provider should offer ongoing HIPAA training for its employees and complete Annual Security Risk Assessment audits to prove HIPAA compliance.
Require the provider to sign a Business Associate Agreement. This agreement shows they acknowledge and accept the responsibility of receiving, transmitting, and storing protected health information. Any fax provider that hesitates to sign this document should not be used, as this agreement is required under current HIPAA regulations.
When talking with various fax providers, learn what interoperability options each offers. Some providers might supply APIs, while others offer print drivers and support for MFCs. Determine which options are essential to the organization before choosing a provider to ensure the selected company can meet the organization's needs. Furthermore, seamless integration of the fax program with current business systems and workflows is essential. Ask about API/SDK capabilities because they play a role in the integration process.
Most healthcare organizations today talk with others in the industry before choosing a secure cloud fax service. Doing so allows them to learn which providers comply with HIPAA and which should be avoided. HIPAA compliance is one area where an organization cannot afford to make any mistakes, as the penalties are severe. A healthcare organization can reduce the risk of that happening by choosing a company that understands and complies with HIPAA rules and regulations.
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