Despite advances in technology, the fax machine continues to be the mainstay of many healthcare organizations and medical companies. However, traditional faxing poses serious security risks. Aging faxing systems typically lack security features found in up-to-date platforms. Images are stored on a shared device, accessible to anyone. Outgoing information is vulnerable on the receiving end, too. Fax machines are often located in a central area where documents may remain unattended for long periods. Sensitive information can easily be seen by personnel who are not authorized to access it. Thus, organizations and companies are likely to violate HIPAA regulations.
Some practice management software allows you to pull incoming faxes directly into their system. Web-based solutions provide opportunities to improve outbound faxing efficiency as well. Implementing best practices for outbound document faxing via the Internet minimizes security risks while simplifying and enhancing information-sharing.
Fast and convenient, online faxing eliminates the delays that result when users have to leave their desks, operate the fax machine, then wait for the transaction to process. Instead, an outgoing fax's journey can be tracked electronically. You can also create secure archives of faxes sent, or send queries on sent and received documents.
Online faxing ensures privacy, since items can be sent directly from a staff member's PC rather than a shared fax machine. You can specify who receives outgoing documents, assigning each recipient a secure fax number, reducing the likelihood that information will fall into the wrong hands.
Online faxing solutions support business continuity planning or disaster recovery initiatives to minimize workflow disruptions, since faxing can be done wherever there is Internet access.
Up-to-date outbound document faxing solutions effectively bridge technology and security gaps, which are prevalent in the healthcare industry. Adopting an online faxing platform is one critical step you can take to ensure HIPAA compliance and help your organization or business maintain a competitive advantage amid changing healthcare trends.
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