HIPAA Compliant Fax
for Medical Offices
Send patient records, referrals, prior authorizations, and lab results securely. Free HIPAA BAA on every paid plan, 256-bit encryption, audit trail.
7 day free trial.
Why medical offices still rely on fax
Fax remains the standard for secure healthcare communication. HIPAA regulations, insurance requirements, and inter-provider workflows all depend on it — but your office does not need a physical fax machine to stay compliant.
HIPAA requires secure PHI transmission
The HIPAA Security Rule mandates that all electronic protected health information (ePHI) be transmitted using encryption and access controls. Traditional fax machines leave documents in open trays. usfax.com encrypts every fax in transit (TLS 1.2+) and at rest (AES-256).
Insurance companies still require fax
Most insurance payers, Medicare, and Medicaid still accept prior authorizations and claims via fax. Switching to online fax means faster submissions without maintaining a physical machine.
Referring providers expect fax
Specialist referrals, consult notes, and patient transfers are still overwhelmingly sent by fax between medical offices. usfax.com keeps your office compatible with every provider in your network.
Built for how medical offices actually use fax
usfax.com handles the fax workflows your office runs every day — referrals, prior authorizations, lab results, prescriptions, and patient record transfers.
Referrals & consult requests
Send and receive specialist referrals with delivery confirmation. Know exactly when the receiving office got the referral so nothing falls through the cracks.
Prior authorizations
Submit prior authorization forms to insurance payers instantly. No more waiting by the fax machine — get delivery confirmations sent to your email.
Lab results & pathology reports
Receive lab results securely and route them to the right provider.
Prescriptions & pharmacy communications
Fax prescriptions to pharmacies with HIPAA compliance. Maintain a complete log of every prescription faxed for your records.
Patient records & chart transfers
Transfer patient charts between offices securely when patients switch providers. Encrypted transmission protects sensitive medical history.
Insurance claims & EOBs
Submit claims and receive explanations of benefits electronically. Reduce paper handling and speed up your revenue cycle.
Security features built for healthcare
Every feature your office needs to fax PHI securely and stay HIPAA compliant.
HIPAA BAA — free on every paid plan
Self-serve Business Associate Agreement, free on every paid plan. Activate it yourself in Settings → HIPAA BAA (coming soon) — no sales calls, no paperwork. Your account is not covered by a BAA until you sign it.
256-bit encryption
TLS 1.2 or higher for transmissions in transit. AES-256 for stored documents at rest. Like every fax service, the final telephone leg to a physical fax machine is not encrypted.
Complete audit trail
Every fax sent is logged with timestamp, sender, recipient, page count, and delivery status. Exportable audit reports for HIPAA compliance reviews.
EHR integration ready
Works with any EHR/EMR system that supports email-based faxing. API available for direct integration with Epic, Cerner, athenahealth, and others.
HIPAA-ready — with a BAA you actually sign
Some fax services claim HIPAA compliance but do not offer a BAA or encrypt stored documents. usfax.com offers a free Business Associate Agreement on every paid plan — you activate it yourself in Settings → HIPAA BAA (coming soon) — and encrypts every document in transit and at rest. Until the BAA is executed, your account is not covered by a BAA and is not configured for protected health information.
Learn more about our HIPAA compliance features or see how to set up HIPAA fax for your office.
Get HIPAA Fax NowHIPAA compliance checklist
“We switched from a physical fax machine to usfax.com and it transformed our front desk workflow. Referrals go out instantly, prior auths get confirmed the same day, and we finally have an audit trail for every fax. The BAA signup took two minutes.”
Dr. Sarah Mitchell
Family Medicine Practice, Austin, TX
Frequently asked questions
Yes, once your BAA is signed. usfax.com is HIPAA-ready: a free self-serve Business Associate Agreement (BAA) on every paid plan (activate it in Settings → HIPAA BAA, coming soon), 256-bit encryption for data in transit and at rest, logging of every fax sent, and role-based access controls. With an executed BAA you can fax patient records, referrals, lab results, and other protected health information (PHI); until then, your account is not configured for PHI.
Upload your referral or prior authorization form as a PDF, Word document, or image, enter the recipient's fax number, and click send. usfax.com delivers the fax securely with delivery confirmation so you know exactly when the receiving office got it. You can also send directly from your email.
Yes. The Multi-site plan supports up to 10 users with a shared fax number, admin panel, and role-based access controls. Each staff member gets their own login so you can track who sent each fax — critical for HIPAA audit trail requirements.
usfax.com is EHR integration ready. You can send faxes directly from your email, which works with any EHR system that supports email-based faxing. Our API is also available for direct integration with your electronic health records system.
usfax.com automatically retries failed fax transmissions up to 3 times. You receive real-time delivery confirmations and failure notifications via email. Every transmission attempt is logged in your audit trail so you have a complete record for compliance purposes.
There is no separate HIPAA tier. The BAA is free on every paid plan — Solo ($19/month), Practice ($29/month), and Multi-site ($59/month, unlimited pages, up to 10 users, admin panel and audit trail). You activate it yourself in Settings → HIPAA BAA (coming soon). Start with a free trial.
Start Faxing Today — Free Trial
Join thousands of US businesses that have ditched the fax machine. No credit card required.