HIPAA Compliance
Solutions Built for Healthcare
The HIPAA Compliance Challenge
Patient information moves constantly between providers, across facilities, to specialists, and through billing systems. Each handoff creates an opportunity for exposure.
Faxed records sit unattended on machines. Email attachments travel without encryption. Staff toggle between disconnected systems, manually re-entering the same data. Electronic signatures lack proper audit trails. New technologies often add complexity rather than solving it. Cloud platforms, mobile devices, and remote work expand where data can be accessed, creating more entry points for potential breaches.
Meanwhile, legacy systems persist: fax machines processing millions of pages, outdated interoperability engines that can’t handle modern data formats, and manual workflows that remain unchanged for decades.
Meeting HIPAA requirements has become more difficult as communication channels multiply while core infrastructure remains unchanged.
Many organizations turn to individual tools to address specific pain points, but this patchwork approach introduces new complications:
- Fax servers secure document transmission, but leave papers sitting on machines where anyone can access them.
- Standalone e-signature platforms often lack the necessary audit trails and Business Associate Agreements (BAAs) required by healthcare.
- Encryption tools secure email transmission, but don’t eliminate the manual work of extracting data and entering it into electronic health records (EHRs).
- Legacy interoperability engines can’t handle modern data formats or integrate with cloud systems.
Healthcare teams need integrated solutions that secure every touchpoint where patient data is created, transmitted, stored, and signed, without multiplying compliance complexity.
The HIPAA-Ready Product Suite
eFax offers solutions with specialized tools that address distinct compliance and operational challenges. Each product secures specific workflows, from document transmission and data extraction to electronic signatures and interoperability. Organizations select the solutions that match their compliance gaps and integration requirements.
HIPAA-Compliant Fax Solution
Standard online fax services lack the encryption, audit trails, and Business Associate Agreements required under HIPAA.
eFax Protect provides HIPAA-compliant cloud faxing with 256-bit AES encryption.
Key features:
- HIPAA, PCI, GLBA, and SOC compliance with BAA coverage
- 256-bit AES encryption with multi-DID support
- 99.5% uptime guarantee
- Unlimited cloud storage
- Secure admin portal for managing user permissions and monitoring activity
- Large file sharing up to 3GB
- Direct integration with popular cloud storage services
- Includes jSign e-signature platform at no additional cost
Enterprise Cloud Fax Solutions
On-premises fax servers burden IT teams with maintenance and hardware costs while failing to meet modern encryption and access control standards
eFax Corporate eliminates hardware infrastructure and integrates directly with EHRs through the eFax API. Automated routing and controlled access reduce per-transaction costs by 85% and handling time by more than 50% compared to traditional fax servers.
Key features:
- HIPAA-compliant with encryption and auditable access control
- EHR integration through the eFax API for automated workflows
- Enterprise-scale pricing with volume flexibility
- Backup systems across multiple locations to prevent downtime
Healthcare Interoperability Platform
Patient data moves through fragmented channels without unified security protocols or centralized management. Providers waste time toggling between systems, delaying care and increasing the risk of communication failures.
eFax Unite consolidates clinical communication into a comprehensive interoperability platform.
Key features:
- HIPAA-compliant and HITRUST CSF® certified
- Single interface for managing all incoming and outgoing patient data
- Integrates cloud faxing with DirectTrust secure messaging, Carequality queries, and CommonWell Health Alliance connections
- Direct integration with PointClickCare for post-acute facilities
- Connects to community exchanges, statewide HIEs, and referral networks
- Transforms unstructured data into structured formats for EHR consumption
- Supports Centers for Medicare & Medicaid Services (CMS) requirements, including Patient-Driven Payment Model (PDPM)
AI-Powered Data Extraction
Healthcare organizations process billions of fax pages annually. Staff must manually extract patient demographics and clinical data from unstructured documents. This labor-intensive workflow can cost $6-$8 per page to process, delay prior authorizations, and introduce errors that compromise care quality and regulatory compliance.
Clarity Clinical Documentation applies natural language processing (NLP) and (AI) to automatically extract patient information from structured and unstructured documents.
Key features:
- Processes handwriting, text, and fax images with high accuracy
- Seamless EHR integration without disrupting existing workflows
- Supports population health initiatives and longitudinal patient records
HITRUST-Certified Electronic Signatures
Electronic signature platforms used in healthcare must meet stringent security and compliance requirements beyond what most consumer-grade e-signature tools offer.
jSign delivers electronic signatures certified to HITRUST’s rigorous security framework and comes with every eFax Protect subscription at no additional cost.
Key features:
- HITRUST r2 certification for handling sensitive healthcare data
- Records IP address, browser, device, and location for every signing action
- BAA coverage and ePHI protection for HIPAA-compliant workflows
- Two-factor authentication for signer verification
- Certificate of completion with timestamped records
- Developer-friendly API for enterprise workflow integration
- Automated form completion that allows signers to update information before submission
Healthcare Compliance Infrastructure
Meeting HIPAA requirements extends beyond feature checklists. Healthcare organizations need technology partners who understand regulatory complexity and can demonstrate ongoing commitment to security standards through documented controls and certifications.
Business Associate Agreements (BAAs)
A BAA is a legal contract that defines security responsibilities, breach notification protocols, and safeguards for electronic PHI. HIPAA requires covered entities (including healthcare providers, health plans, and healthcare clearinghouses) to execute BAAs with any vendor that handles, processes, or accesses PHI.
By selecting products that offer BAAs, organizations consolidate compliance documentation, simplify vendor oversight, and ensure consistent security standards across multiple workflows.
Products with BAA coverage: eFax Protect, eFax Corporate, eFax Unite, and jSign
HITRUST Certification
HITRUST (Health Information Trust Alliance) provides third-party certification that validates an organization’s security controls meet rigorous industry standards. HITRUST certification demonstrates compliance not just with HIPAA, but with multiple regulatory frameworks, including PCI-DSS, ISO, and NIST.
HITRUST-certified products: eFax Corporate, eFax Unite, and jSign (HITRUST Risk-Based, 2-Year r2 certification)
Encryption Standards
HIPAA’s Security Rule requires that covered entities implement encryption, converting PHI into unreadable code so that intercepted or breached data remains unusable without decryption keys.
256-bit AES (Advanced Encryption Standard) has become the industry standard because it provides military-grade protection that meets both HIPAA requirements and additional regulatory frameworks like PCI-DSS.)
Data is encrypted both in transit and at rest across all products in the suite using 256-bit AES encryption with TLS 1.2 (Transport Layer Security) protocols.
Audit Trails and Access Controls
HIPAA requires that organizations track access to PHI and implement role-based permissions. Staff should only access the patient information required for their specific job function: a principle known as the “minimum necessary” standard.
Audit trails provide the documentation needed to demonstrate compliance during regulatory reviews and investigate potential breaches.
All products in the suite include detailed audit trail capabilities.
Why eFax?
The select eFax suite of products referenced above delivers the stability, compliance certifications, integration capabilities, and long-term support that PHI management demands.
HIPAA-Compliant Digital Ecosystem
Healthcare professionals require secure access to patient communications, regardless of location or device. eFax provides full functionality across iOS and Android mobile apps, desktop applications, and web portals, ensuring seamless care coordination whether staff are at the hospital, working remotely, or responding to urgent requests after hours.
Proven Track Record in Regulated Industries
Serving healthcare organizations for over 25 years, eFax has evolved in tandem with changing compliance requirements and technological advancements. Thousands of healthcare providers, health systems, and payers rely on our solutions to manage millions of sensitive documents daily.
Purpose-Built for Healthcare Workflows
Generic communication tools force healthcare organizations to retrofit security measures and create workarounds. Our solutions are designed from the ground up for healthcare operations, with direct EHR integrations and connections to the health information exchanges providers already use.
Interoperability Across the Care Continuum
Patient care doesn’t happen in isolation. Our suite connects acute care facilities, post-acute providers, ambulatory centers, standalone practices, and payers, enabling data to flow securely across organizational boundaries.
Flexible Scalability
Organizations select the combination that fits their specific workflow requirements. Standalone clinics can implement secure faxing and electronic signatures. Multi-facility health systems can deploy the full suite with centralized administration and unified compliance documentation.
Get Started with HIPAA-Compliant Solutions
Billing Period
Best Value
Protect
For Regulated Industries
$50.00
$15
for your 1st month
- 1,000 total pages/mo
- HIPAA Compliant with BAA
- Free Local or Toll-Free Number
- 5 Team Members
Share your eFax Account with 5 team members
- Free
Account
Sign & Collect HIPAA-Compliant eSignatures with jSign
Corporate
For Customization at Scale
Contact for Quote
- Scalable page volume
- HIPAA compliant with BAA
- HITRUST certified
- Fax API for easy integration
- Admin management portal
Best Value
Protect
For Regulated Industries
$50.00
$41.66/mo
Billed Annually
- 1000 total pages/mo
- HIPAA Compliant with BAA
- Free Local or Toll-Free Number
- 5 Team Members
Share your eFax Account with 5 team members
- Free Account
Sign & Collect HIPAA-Compliant eSignatures with jSign
Corporate
For Customization at Scale
Contact for Quote
- Scalable page volume
- HIPAA compliant with BAA
- HITRUST certified
- Fax API for easy integration
- Admin management portal