Modernizing Healthcare Communications with Cloud-Based Faxing

Healthcare organizations recognize that modern communication systems are crucial to enhancing operational efficiency and securing sensitive patient information. While some have been slow to adopt new technologies due to concerns over HIPAA regulations and potential risks to patient data, it is possible to strike a balance between innovation and compliance when updating legacy technology. This is especially true with an often underappreciated yet necessary technology: fax servers. 

The argument for modernization

In 2009, the HITECH Act was signed into law to accelerate the shift to electronic health records (EHRs). Still, issues like poor interoperability and vastly different standards have led many providers to continue using fax servers to share medical records. As of 2021, as many as 7 out of 10 hospitals still rely on fax to send and receive health information. However, the healthcare landscape is rapidly changing, and there are several reasons why organizations may want to modernize their communication systems. 

Fax servers, limited to sending and receiving faxes, are becoming increasingly inefficient as organizations look to adopt more versatile communication tools that facilitate communication across multiple devices and platforms. Traditional fax servers often come with increasing maintenance costs and poor or discontinued manufacturer support, which can put strain on employees and overhead IT budgets. They also struggle to keep up with the demands of modern healthcare environments, where server downtime can put business processes at risk. For example, prior authorizations may not be processed in time, resulting in delays that disrupt critical business processes, or critical information may slip through the cracks and can cause severe regulatory compliance setbacks. These limitations make fax servers particularly vulnerable in a sector where regulatory mandates and rapid, secure communication across multiple devices and platforms are crucial. 

Improved processes are not just a nice-to-have. The U.S. healthcare sector will face a national shortage of 124,000 to 160,000 full-time physicians by 2025. Coupled with increased patient demand, this looming challenge means healthcare organizations urgently need solutions that reduce delays and enable IT employees to focus on critical work.

The best of both worlds: a cloud-based, compliant fax solution

A key concern holding back healthcare organizations looking to transition to cloud fax systems is whether these solutions can provide the same level of HIPAA compliance and reliability that traditional fax servers have offered for decades. Some organizations have been hesitant to fully transition to cloud services, including cloud fax systems, due to concerns over compliance challenges, with 53% of professionals saying cloud compliance is too difficult.

The good news is cloud fax solutions designed with compliance in mind can help organizations navigate these complex regulatory landscapes and give them the peace of mind they need. These solutions offer built-in safeguards that ensure patient data is always protected. By using the right cloud-based fax services, healthcare organizations can ensure that sensitive patient information is transmitted securely with protocols that meet HIPAA compliance standards. 

Benefits far beyond compliance

While HIPAA compliance is significant for those looking to switch to the cloud, cloud fax offers many benefits beyond regulatory requirements. For example, traditional fax servers that are not properly sized may struggle to handle high volumes during peak periods, risking the loss of critical information when the server cannot accept more faxes. This can lead to workflow disruptions and potential regulatory issues. Cloud fax solutions address these challenges by providing seamless scalability, ensuring that healthcare organizations can accommodate growing demands and higher volumes of communication without compromising data integrity or service quality. 

By reducing the operational burden of managing on-premises fax servers, cloud fax also enables IT teams to streamline infrastructure responsibilities and enhance operational efficiency. It eliminates the need for dedicated fax hardware and eradicates costs for telephony and fax infrastructures, software, updates, administration and maintenance. The bottom line is, cloud fax allows organizations to maintain all the functionality and compliance of traditional fax systems with the added ease and efficiency of a cloud-based solution.

The future of compliant digital transformation in healthcare

Healthcare organizations transitioning to cloud fax maintain the compliance standards they have relied on for years and gain the benefits of a modern, efficient communication system.  Transitioning to cloud-based fax solutions offers a convenient, scalable, and compliant alternative that addresses these risks and improves workflow efficiency. By adopting digital solutions such as cloud fax, the healthcare industry can take vital steps toward balancing innovation with regulatory compliance to modernize healthcare communications.

About Tim Armstrong

Tim Armstrong is Retarus’ Head of Product Management, Messaging and has a wealth of experience at Retarus and in global B2B software. At Retarus, Tim has held the positions of Head of Marketing and Chief of Staff. Previously, Tim worked at NICE and helped to lead their Go-to-Market efforts in their Trade Floor Compliance business.