Secure Faxing for Healthcare Providers
TLS-encrypted document transfer, verified delivery confirmation, and access-controlled accounts. A practical, more secure alternative to traditional fax machines for medical offices.
Quick Answer
Healthcare providers need secure, reliable fax service for patient records, referrals, and insurance forms. Best Fax provides TLS encryption for all document transfers, delivery confirmation with timestamps, per-user access controls, and fax delivery records. It is a more secure alternative to traditional fax machines that print documents in open areas. Best Fax does not currently offer a Business Associate Agreement (BAA) or HIPAA-specific compliance certification.
TLS Encryption
Every document is encrypted during upload and transmission using TLS (Transport Layer Security) — the same encryption standard used across the web for protecting sensitive data in transit.
Delivery Confirmation
Verified delivery receipts confirm that your document reached the intended fax machine, with timestamps for your records. Know exactly when your fax was received.
Access-Controlled Accounts
Each user has their own login credentials. Team accounts support multiple users with separate access, so only authorized staff can view sent and received faxes.
Fax Delivery Records
Every fax transmission is logged with sender details, recipient number, timestamps, page count, and delivery status. Records are available in your dashboard for reference.
No Open Tray Printing
Unlike physical fax machines that print documents in shared spaces, Best Fax delivers incoming faxes to your private email inbox and secure dashboard. No one else sees them.
Automatic Retry
Failed faxes are automatically retried up to 6 times with intelligent protocol fallback. You receive a notification whether the fax succeeds or ultimately fails, so nothing gets lost silently.
Why Healthcare Providers Choose Online Faxing
Traditional fax machines have real security drawbacks for medical offices: documents print in open areas where anyone walking by can read them, machines are often in shared spaces accessible to non-clinical staff, and there's no record of who picked up which document. Online faxing through Best Fax addresses these issues by delivering faxes to access-controlled digital accounts. Incoming faxes arrive in your email as PDF attachments — not on a paper tray. Sent faxes include verified delivery records with timestamps.
Common Healthcare Faxing Use Cases
Healthcare providers use Best Fax for patient referrals between providers, lab result transmission, prescription orders to pharmacies, insurance pre-authorization forms, medical records requests, discharge summaries, and care coordination between facilities. All transmissions include TLS encryption during transfer and delivery confirmation when the recipient's fax machine acknowledges receipt.
Security Features for Sensitive Documents
Best Fax includes several security features relevant to healthcare document handling: TLS encryption protects documents during upload and transmission, per-user login credentials prevent unauthorized access, delivery confirmation provides a verifiable record that documents reached their destination, and all transmission activity is logged in your dashboard. These features make Best Fax more secure than traditional fax machines for day-to-day medical office faxing.
Important Note on Compliance
Best Fax provides strong security features for document transmission, but does not currently offer a Business Associate Agreement (BAA) or formal HIPAA compliance certification. Healthcare organizations with strict HIPAA requirements should evaluate whether Best Fax's security features meet their specific compliance needs. For organizations that require a signed BAA, please contact support@bestfax.com to discuss your requirements.
Switching from a Traditional Fax Machine
Transitioning from a physical fax machine to Best Fax is straightforward. Your new dedicated fax number ($10/month subscription) can be shared with referring providers, labs, pharmacies, and insurance companies. Staff training takes minutes — the interface is designed to be as simple as using email. The $10/month subscription includes unlimited sending and receiving, a dedicated fax number, and team member access.
Frequently Asked Questions
Is Best Fax HIPAA certified?
Best Fax provides TLS encryption, access-controlled accounts, delivery confirmation, and transmission records — all relevant to secure document handling. However, we do not currently offer a formal HIPAA compliance certification or Business Associate Agreement (BAA). Healthcare organizations should evaluate our security features against their specific compliance requirements.
Can I use Best Fax for patient records?
Many healthcare providers use Best Fax to transmit patient records, referrals, and insurance forms. Our security features (TLS encryption, access controls, delivery confirmation) provide meaningful protection. If your organization requires a signed BAA, contact our support team to discuss options.
Do you offer a Business Associate Agreement (BAA)?
We do not currently offer a standard BAA. If your organization requires one, please contact support@bestfax.com to discuss your needs. We are committed to helping healthcare providers find the right solution.
Is online faxing more secure than a physical fax machine?
In many practical ways, yes. Physical fax machines print documents in open areas, have no access controls, create no digital audit trail, and offer no encryption. Best Fax delivers faxes to private email inboxes and access-controlled accounts, encrypts documents in transit, and logs all transmission activity.
Can multiple staff members share one account?
Yes. Best Fax supports team accounts where each staff member has their own login credentials. This provides better access tracking than a shared physical fax machine where anyone can pick up printed documents.
What security does Best Fax provide?
TLS encryption for all document transfers, per-user access-controlled accounts, verified delivery confirmation with timestamps, transmission records logged in your dashboard, and automatic retry for failed transmissions with notification of final outcomes.
Try secure faxing for your practice
TLS encryption, delivery confirmation, and access-controlled accounts. A practical upgrade from your office fax machine.