Skip to content
(816) 366-8848 Call Daz Communications Compare my options

HIPAA-compliant online fax for medical, dental and health care offices.

HIPAA-Compliant Online Fax

Health care still runs on fax. The copper lines and paper trays do not have to.

Referrals, records requests and prior authorizations still arrive by fax. Online fax keeps your fax numbers, delivers faxes securely to the right inbox or straight into your records system, and replaces the copper lines and machines that are getting harder to keep. We compare providers that will sign a business associate agreement.

  • Keep your fax numbers
  • Business associate agreement included
  • Free comparison, no obligation

Prefer to talk? Call (816) 366-8848 or send a text.

Compare secure online fax for your office

Three quick steps. About a minute.

What do you need help with?

Pick all that apply.

Tell us about your location

Availability and pricing depend on your address.

How many locations?

When do you need this?

Where should we send your options?

An advisor follows up personally. No spam, ever.

Best way to reach you
Add a note (optional)

Free and no obligation. We never sell your information.

Request received.

Thanks. We usually respond within one business hour.

Want options even faster? Text a photo of a recent bill to (816) 366-8848.

Text a bill photo Call now

The short answer

Is online fax HIPAA compliant?

It can be. HIPAA allows faxing patient information with reasonable safeguards, and HHS gives examples such as confirming a fax number before sending and programming frequently used numbers. For online fax, the provider handles patient data for you, so it must sign a business associate agreement and protect faxes with encryption, access controls and audit logs. Whether a service is compliant depends on the provider and how you set it up.

Updated October 25, 2026 by the Daz Communications team

Allowed under HIPAA
Yes, with reasonable safeguards
Provider must sign
A business associate agreement
Keeps
Your existing fax numbers
Replaces
Fax lines, machines and paper trays

What we compare

The safeguards and workflow that matter for a health care office.

  • Business associate agreement

    Signed before any patient information is sent, as HIPAA requires for vendors that handle it.

  • Encryption and access

    Faxes encrypted in transit and at rest, with individual logins, MFA and audit logs of who opened what.

  • Delivery where you work

    Faxes routed to shared inboxes by number or department, or directly into your records system.

  • Number porting

    Every fax number moved from copper lines without telling referral partners a new number.

  • Retention and records

    Fax storage and retention settings that match your records policies.

  • Pricing

    Pages per month, users and number count, with overage costs in writing.

Compare secure online fax for your office Free comparison. No obligation.

Setting up online fax safely

Step Why it matters Who does it
Sign the business associate agreement Required before the provider handles patient data Practice and provider
Give each person their own login with MFA Shared logins defeat the audit trail Practice, with your IT provider
Route numbers to the right inbox Referrals and records requests reach the right staff We set it up with you
Save frequent numbers Fewer misdirected faxes, as HHS suggests Practice
Set retention Matches your records policy Practice

Why now

Fax machines usually sit on copper phone lines, and copper is being retired. In January 2026, the FCC approved AT&T’s application to discontinue copper-based service at wire centers in 18 states, including Missouri and Kansas, starting as early as November 2026. Moving fax numbers to an online service now avoids a scramble later and puts every fax behind a login.

Part of a bigger HIPAA picture

Online fax is one piece of protecting patient information. The rest, a risk analysis, access controls, encryption, backups and a security partner that will sign a business associate agreement, is covered in our HIPAA cybersecurity guide. For alarm and elevator lines on the same copper, see POTS line replacement.

Sources

From options to installed, with one point of contact.

  1. Tell us what matters

    Share your locations, budget, current services and what isn't working. The form above or a short call is enough.

  2. Compare side by side

    We pull options from providers that actually serve your address and lay them out in plain English: speed, price, term and fine print.

  3. We handle the rest

    We coordinate ordering, installation and number transfers, then stay your point of contact after go-live.

Fax machine and online fax compared General comparison. Features vary by provider.
Item Fax machine on a copper line Online fax with a BAA Advantage
Where faxes land Paper tray anyone can reach Secure inbox or records system Online fax
Who opened it Unknown Audit log Online fax
Line cost Monthly copper line Included in the service Online fax
Busy signals One fax at a time Many at once Online fax
Works during a move or outage Only at the machine Anywhere with a login Online fax

Online fax questions

Straight answers. If yours is not here, call or text us.

Can we keep our fax numbers?

Yes. Fax numbers can be moved to an online fax provider like phone numbers. Your referral partners keep sending to the same number.

Does HIPAA allow faxing patient records?

Yes. HHS says providers may share patient information by fax with reasonable safeguards, such as confirming the number before sending to a new recipient and programming frequently used numbers.

What does the business associate agreement cover?

It is the contract in which the fax provider agrees to protect patient information, use it only to provide the service and report incidents to you. HIPAA requires one with any vendor that handles patient data for you.

Can faxes go straight into our EHR?

Many online fax services integrate with common records systems or deliver to a folder the system watches. We check compatibility with your system before you choose.

What about the fax line on our alarm or elevator?

Those are not fax lines, but they often run on the same copper. We handle them separately with POTS line replacement.

Online fax for practices in Kansas City, St. Joseph and nationwide

We work with medical, dental, vision and home health offices across the Kansas City metro and St. Joseph, and with multi-location practices nationwide.

Daz Communications 2739 Mitchell Ave, Suite 205C Saint Joseph, MO 64507 (816) 366-8848 info@dazcomm.com
Based in St. Joseph and Kansas City, serving Missouri, Kansas and businesses nationwideSt. JosephKansas CityMissouri and KansasNationwide

Related services from Daz Communications

Keep your fax numbers. Lose the fax machine.

Free comparison of secure online fax providers, with a business associate agreement in place.

Compare online fax Or call (816) 366-8848, or text us

What you get

  • Providers that sign a business associate agreement
  • Your fax numbers moved for you
  • Routing set up by department
  • We stay involved after setup
Call Text Get my comparison