HIPAA-Compliant Fax Service — Send Protected Health Information Securely
HIPAA requires that all electronic transmissions of protected health information (PHI) be encrypted, audited, and covered by a Business Associate Agreement. Send FAX Mail provides full HIPAA compliance starting at $79.99/month.
HIPAA Requirements for Fax
- Business Associate Agreement (BAA) between fax provider and covered entity
- End-to-end encryption of fax transmissions containing PHI
- Access controls limiting who can view faxed PHI
- Audit trails recording all fax transmission activity
- Secure storage of sent and received faxes
- Breach notification procedures for unauthorized disclosures
- Employee training on HIPAA-compliant fax procedures
How Send FAX Mail Meets HIPAA
- Signed BAA available on Business plan ($79.99/month) and above
- 256-bit AES encryption on all fax transmissions
- Role-based access controls with user authentication
- Complete audit trails with timestamps and delivery confirmations
- Encrypted fax storage with configurable retention policies
- Documented breach response procedures and notification system
- HIPAA compliance training resources for your team
Industries Affected
Starter
- 600 fax pages per month
- 1 dedicated fax number
- Send & receive faxes
- Fax to email delivery
- Fax history & downloads
- No per-page overage charges
Professional
- 2,000 fax pages per month
- 3 dedicated fax numbers
- HIPAA compliance + self-serve BAA
- Sign documents before sending
- Priority delivery
- No per-page overage charges
Business
- 5,000 fax pages per month
- 5 dedicated fax numbers
- HIPAA compliance + self-serve BAA
- Public API & webhooks
- Audit logs
- Team roles & permissions
- Priority support
Enterprise
- 8,000 fax pages per month
- 10 dedicated fax numbers
- Everything in Business
- Public API & signed webhooks
- Dedicated support
- Custom integrations
No per-page overage. No activation fees. No contracts. Cancel anytime.
What’s current · as of August 2026
- HIPAA large-breach reporting threshold
- 500+ individuals — reported to HHS OCR without unreasonable delay Source: HHS Office for Civil Rights
- HIPAA documentation retention period
- 6 years from creation or last-effective date Source: HHS — HIPAA Administrative Requirements (45 CFR 164.316)
Recent updates
Federal interoperability rules keep pushing healthcare past the fax machine
CMS has advanced a series of interoperability rules that press hospitals, payers, and providers toward electronic data exchange and standardized claims attachments. The direction of travel is clear: paper and analog fax workflows are being replaced by digital transmission that carries an auditable record — which is exactly what a cloud fax with delivery confirmation provides for offices not yet on a full EHR pipeline.
CMS →Federal agencies still write fax into new rules and notices
The Federal Register — the daily journal of U.S. federal rulemaking — regularly publishes rules and notices that reference fax as an accepted or required submission channel for filings with agencies like the IRS, SSA, and CMS. That is why fax remains a live requirement for many official forms even as electronic portals expand.
Federal Register →Healthcare breach reporting keeps document handling under scrutiny
Ongoing reporting on HIPAA breaches and OCR settlements underscores how much scrutiny falls on how medical documents are stored, sent, and received. Sending records through a controlled, access-logged channel rather than an unmanaged machine reduces the mishandling risks that show up repeatedly in breach analyses.
HIPAA Journal →
HIPAA Fax Compliance — FAQ
Traditional fax machines are considered HIPAA-compliant because they use direct phone line transmission. Online fax services must implement encryption, BAAs, access controls, and audit trails to be HIPAA-compliant. Send FAX Mail meets all HIPAA requirements.
Yes. Any third-party service that handles PHI on your behalf must sign a Business Associate Agreement. Send FAX Mail provides a BAA on our Business plan ($79.99/month) and above.
HIPAA violations can result in fines from $100 to $50,000 per violation, up to $1.5 million per year. Criminal penalties including imprisonment are possible for willful violations. Use a HIPAA-compliant service like Send FAX Mail.
Send FAX Mail offers HIPAA-compliant faxing on our Business plan at $79.99/month for 5,000 pages. This includes BAA, encryption, audit trails, and secure storage. Compare: eFax requires an enterprise contract (custom pricing) for HIPAA.
HIPAA-compliant faxing starts at $39.99/mo
Encrypted transmission, audit logs, secure storage. No enterprise contract needed.
7-day free trial · No credit card required