How to Set Up HIPAA
Compliant Faxing
Set up HIPAA compliant faxing for your healthcare practice in minutes. BAA, encryption, audit trails — everything you need.
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If your healthcare practice sends or receives faxes containing protected health information (PHI), you are required by law to use a HIPAA compliant fax service. This guide walks you through setting up HIPAA compliant faxing with usfax.com — from signing your BAA to configuring security settings and training your staff.
Step-by-step setup guide
Set up HIPAA compliant faxing in four steps.
Sign up for any paid plan
Create an account at usfax.com and choose Solo, Practice, or Multi-site — the HIPAA BAA is free on all of them. Start with a free trial.
Sign your BAA online
Open Settings → HIPAA BAA (coming soon) and sign the Business Associate Agreement electronically — no sales calls or paperwork. Until you sign it, your account is not covered by a BAA and is not configured for PHI.
Configure your security settings
Enable two-factor authentication for all user accounts. Set up role-based access controls so only authorized staff can view sensitive faxes. Configure automatic session timeouts and review notification settings.
Train your staff
Train all staff who handle protected health information on proper HIPAA faxing procedures. This includes verifying fax numbers before sending, using cover sheets with confidentiality notices, and following your security policies.
HIPAA compliance requirements
usfax.com meets all HIPAA requirements for secure fax transmission.
Business Associate Agreement
A signed BAA is legally required before any service can handle PHI on your behalf. usfax.com provides a free self-serve BAA on every paid plan, activated in Settings → HIPAA BAA (coming soon).
Encryption in transit and at rest
HIPAA requires encryption of PHI in transit and at rest. usfax.com uses TLS 1.2 or higher for transmissions and AES-256 for stored documents.
Audit trails and logging
Every fax sent is logged with timestamps, sender, recipient, and delivery status. Exportable audit reports are available for compliance reviews.
Access controls
Role-based access controls ensure only authorized users can view PHI. Combined with two-factor authentication and session timeouts for maximum security.
HIPAA faxing best practices
Related resources
Frequently asked questions
A Business Associate Agreement (BAA) is a legal contract required by HIPAA between a healthcare provider (covered entity) and any service that handles protected health information (PHI). Without a signed BAA, using an online fax service for PHI is a HIPAA violation.
Sign up for any paid plan, then open Settings → HIPAA BAA (coming soon) and sign the BAA electronically — no sales calls, no paperwork. Until you sign it, your account is not covered by a BAA.
usfax.com uses TLS 1.2+ encryption for all fax transmissions in transit and AES-256 encryption for all stored documents at rest. Like every fax service, the final telephone leg to a physical fax machine is not encrypted.
Yes. HIPAA requires that all staff who handle PHI receive training on proper procedures. This includes knowing how to send faxes securely, verify recipient numbers, and use cover sheets with confidentiality notices.
All of them. The HIPAA BAA is free on every paid plan — Solo, Practice, and Multi-site — and you activate it yourself in Settings → HIPAA BAA (coming soon). Until it is signed, your account is not covered by a BAA.
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