You can’t always trust the fax machine that sent your HIPAA compliance fax.
But with more and more organizations relying on HIPAA to get their faxes, the trick to finding a compliant fax numbers can be a little trickier than you might think.
Here are some tips to help you make the right choice.1.
Choose a fax machine from a reputable vendor.
It’s important to consider the brand of fax machine you are buying.
A brand that has been approved by the US Department of Health and Human Services (HHS) for use in a HIPA compliant fax machine is recommended, according to the CDC.
If you don’t know the brand, check out the FDA website.2.
Check the HIPAA Compliance Faxer’s Guide to HIPAA Approved Fax Machines.
It is recommended that you look up the name of the manufacturer and the faxer on the HIPSA website.3.
Check for the FCC ID number.
If the faxing company does not have a FCC ID, they are not HIPAA certified.4.
Make sure the fax is faxed from a US territory.
Most faxing companies have faxing facilities in the United States, but not all of them have fax centers in every jurisdiction.
If a fax is sent from a territory outside of the United Kingdom, for example, that means it’s not certified to HIPTA compliance.5.
Look up the fax company’s Faxing FAQ page to find out more about faxing and faxing standards.6.
Check with the manufacturer for the fax type.
Some fax machines can handle faxes in a variety of formats.
If your company needs a faxer that can handle both faxes and email, it’s a good idea to look at the manufacturer’s faxing FAQ.7.
Be sure to review the fax manufacturer’s FAQ to make sure you know what features they offer.
It can help you find a faxing machine that meets your company’s needs.8.
Check that the fax’s fax machine will send the fax to a fax address.
If not, try checking the faxed address on the fax.9.
If there is a US fax address, check if the fax address is in the same geographic area.
If it is not, it may not be HIPAA-compliant.10.
Make a note of the fax sender’s name, address, and fax number.
It may be important to have a copy of this information on hand so that you can verify whether a fax has been sent.11.
Check to see if the company provides any benefits to the fax user.
Some companies provide faxes for free to customers in need.
Check whether the fax service provider offers any benefits or is required to pay for services that are provided.
Some benefits may include: a reduction in the cost of faxing the same number to different recipients; a reduced cost of printing or mailing the fax; and a refund if the user requests a fax.12.
Check if the service is free.
If so, you should ask for a copy to confirm that the service meets HIPAA requirements.13.
Check who has access to the information on the back of the service.
If someone has access, ask for that information to verify whether the person is authorized to provide the service to the person.14.
Check which parts of the company’s website are available to view.
You should also check to see whether the information is available to the general public.15.
Look at the fax number and type on the manufacturer.
If no fax numbers are listed, make sure to check the manufacturer website to find one.