Communications a practice can rely on, handled with care for patient data
A medical office lives on its phone and its fax. Patients call to book, confirm, and ask questions. Referrals, lab results, and prior authorizations move by fax. Behind the front desk, fire alarms and elevator phones still depend on lines patients never see. When any of it fails, care slows down and protected health information is at risk.
True IP Solutions builds healthcare communications for clinics, practices, and medical offices: dependable phones, HIPAA-aware faxing, and reliable life-safety lines on one platform supported by one local team. We are based in Wilmington, North Carolina. We handle patient data with the care it requires, and we design every install around the rules a practice answers to.
HIPAA-aware faxing with vFax
Fax is not going away in healthcare. Referrals, results, prescriptions, and authorizations still move that way, and every page can carry protected health information. Sending it over an old analog fax machine or a generic online fax service is a HIPAA exposure waiting to happen.
Our vFax service sends and receives fax securely from the desktop or email, with encryption in transit and at rest, so a practice keeps the workflow staff already know while meeting its privacy obligations. No fax machine, no dedicated analog line, no paper sitting in a tray where anyone can read it. Pages route to the right person, and access is controlled and logged. For practices that require it, a Business Associate Agreement is available so the service fits inside your HIPAA program.
Dependable phones for patient access
Patients judge a practice by how the phone is answered. A busy signal at 8 a.m. or a call lost to voicemail is a patient who books somewhere else or, worse, skips care.
- Front-desk routing to scheduling, billing, the nurse line, and clinical staff without a deep menu tree.
- One platform across every location in a multi-site group, managed centrally.
- Voicemail-to-email, softphones, and direct-dial so providers and staff stay reachable.
- Call handling that absorbs the morning rush instead of dropping patients into voicemail.
For practices buried in routine calls, our AI voice agents handle appointment confirmations, reschedules, and after-hours coverage, then route clinical questions to a person with full context. They are HIPAA capable with a signed Business Associate Agreement, so they fit the same privacy bar as the rest of the system. The phone platform runs on our hosted PBX.
POTS replacement for the lines life safety depends on
Most medical buildings still pay for old analog lines feeding fire alarm panels, elevator phones, and emergency dialers. Carriers are retiring copper and raising prices on what remains. A practice cannot let a life-safety line lapse, and it cannot afford the rising bill either.
Our POTS replacement moves those lines to a managed connection with battery backup and 4G LTE failover, so the fire panel and elevator phone keep working through a power or internet outage. The life-safety configuration meets or exceeds NFPA 72 and UL 864, passes fire marshal inspection across the domestic United States, and is fully compliant with HIPAA, PCI, FCC, NFPA, and UL requirements. Your existing alarm and elevator equipment stays in place. Only the line behind it changes.
Notification and access for the building
When something happens in a medical building, staff and patients need to hear it at once. Our mass notification system reaches phones, overhead speakers, screens, and mobile devices from one trigger, with preset scenarios for weather, security, and evacuation.
Controlling access to clinical areas, medication storage, and after-hours entrances matters for both safety and compliance. Our access control systems lock and unlock doors from one place, issue and revoke staff credentials, and tie into notification so a lockdown can secure the building and alert staff in one action.
Compliance designed into the install
- HIPAA. Faxing, voice, and any patient data the system touches are handled with encryption in transit and at rest, role-based access, audit logging, and configurable retention. We sign a Business Associate Agreement covering both vFax and our hosted voice service where your practice requires one.
- Kari’s Law. Direct 911 dialing from any phone with no prefix, plus an on-site alert so the front desk knows where a 911 call originated inside the building.
- Ray Baum’s Act. 911 calls carry a dispatchable location down to the suite and room so first responders reach the right place in a larger medical building.
- Life-safety code. POTS replacement for alarm and elevator lines meets NFPA 72 and UL 864.
Talk to a team that handles patient data with care
Tell us how your practice is laid out and which systems and lines are aging out. We will scope phones, vFax, notification, access, and POTS replacement together and design around your HIPAA obligations from the start. One platform, one local support number.
Get a free consultation or call 855-878-8477.
Frequently Asked Questions
Is your fax service HIPAA compliant?
Our vFax service encrypts fax in transit and at rest, controls and logs access, and routes pages to the right person without a paper tray anyone can read. A Business Associate Agreement is available so it fits inside your HIPAA program.
Can you replace the old analog lines feeding our fire alarm and elevator?
Yes. Our POTS replacement moves life-safety lines to a managed connection with battery backup and LTE failover that meets NFPA 72 and UL 864 and passes fire marshal inspection. Your existing alarm and elevator equipment stays in place.
Does the phone system meet Kari’s Law and Ray Baum’s Act?
Yes. Every phone dials 911 directly with no prefix, a 911 call sends an on-site alert so the front desk knows where it came from, and the call carries a dispatchable location down to the suite and room.
Can you handle a multi-location practice on one system?
Yes. One platform spans every location in a group, managed centrally, with consistent routing, voicemail-to-email, and softphone access for staff at any site.
Can the AI answer patient calls without breaking HIPAA?
The AI voice agents are HIPAA capable with a signed Business Associate Agreement. They handle appointment confirmations, reschedules, and after-hours coverage, and route clinical questions to a person with full context.
Do you work with healthcare practices outside the Wilmington area?
We are based in Wilmington, North Carolina, and serve clinics, practices, and medical offices across the state and beyond.