How to Protect Yourself, Business, and Customer Data When Faxing: HIPAA Compliance

2 Mins read

All data must be secured according to IT standards and regulations. Even if the business is a small organization or an at-home business, customer data must be protected to prevent identity theft and unauthorized use of the information. When reviewing how to protect the company and customers, business owners discover that online faxing services are HIPAA compliant and offer robust security schemes.  

Choose a Dedicated Service Provider

Companies get started by setting up dedicated faxing services through a preferred provider. The service provider establishes all primary connections to the online faxing services. The customer gets a fax number for local faxing or an international number to send faxes outside of the country.

With the number, the business owner gets a primary account with the service in which the owner is the only one who can log in. All additional accounts are set up by the network administrator. Business owners can learn more about online faxing by reading details over at now. 

Store Data Offsite and Use Security Schemes

When creating records for the faxes, the business needs to create a cloud account for the files and a backup system or data center that is offsite. Access to the backup files should be limited to the owner and the data administrator.

These strategies can reduce data loss and unauthorized access to additional files. The security schemes that apply to the company’s network apply to the cloud storage and separate data center to keep the information safe.  

Add Encryption to All Data Sources and Centers

Encryption must be applied to all data throughout the network and the faxing services. The service provider offers high-grade encryption for all faxes transmitted using the business services. The company must also apply encryption to all data to prevent unauthorized users from decoding the information and using the data for financial gains or other unethical uses.  

Use Permissions and Security Clearances for Workers

Each worker is assigned a user account for the network and the online faxing services. The user accounts are authenticated and have certain authorizations. All workers’ accounts are customized according to the security clearance and access to specific and confidential information.

The network administrator sets up the accounts for the network and all business services available to the workers according to the employee’s role within the organization. All users who do not have the proper authorization to review the files are blocked from the faxing services and the data center.  

Use Cover Letters According to Regulations

HIPAA compliance requires all workers who are transmitting health records to use a proper cover letter to warn anyone who may receive the fax about the nature of the documents. The cover letter explains that the records are confidential medical records for a specific patient and that the recipient identified on the cover letter is the only person who has the right to view the records. Some online faxing services have templates for these cover letters and make faxing easier for workers.  

Online faxing services are convenient but require compliance with federal regulations and IT standards. When protecting data, the business owner must implement protocols to block unauthorized access to the data and prevent outsiders from gaining access to the information. By reviewing proper practices, business owners can remain compliant with all regulations when sending and receiving faxes. 

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