An Online Fax Service That Meets HIPAA, Without the Machine
Healthcare still runs on fax. Referrals, lab results, prior authorizations, and records requests move by fax every day, and every one of them carries protected health information. The machine in the hallway is a compliance risk, a maintenance cost, and a bottleneck. An online fax service fixes all three, as long as it is built to protect the data the way HIPAA requires.
True IP Solutions provides secure online faxing through our vFax portal. You send, receive, and manage faxes from any computer, tablet, or smartphone, your documents move over an encrypted connection, and the platform is built to safeguard sensitive data. We have spent more than 30 years in telecommunications and we are based in the Wilmington, North Carolina area, supporting clinics, government offices, and businesses that cannot afford a fax that leaks.
How Online Faxing Works
Online faxing does the same job as a traditional fax machine, using the internet instead of phone lines. A traditional fax breaks a document into code, sends it down a phone line, and reassembles it at the other end. vFax does the same thing over an encrypted internet connection.
Instead of dialing a number and waiting for two machines to handshake, you open the vFax portal, attach your documents, and click send. We handle the rest. Because the document travels in its native digital format, in most cases it arrives in a form where OCR and other features work on receipt. Every fax is encrypted in transit, so the records you send stay private.
Why Healthcare Chooses Secure Online Fax
Faxing is woven into clinical workflows, and HIPAA governs every page that contains patient information. A consumer fax app or an unsecured machine puts a practice at risk. Our online fax service is built for the privacy obligations healthcare lives under, and it pairs with the rest of what we deliver: POTS line replacement for the analog circuits a clinic still depends on, and hosted PBX for patient-facing phone service. See our healthcare communications page for the full picture.
Government offices handle the same sensitivity around records and citizen data, and the same secure portal serves them. See local government.
Benefits of Switching to vFax
In most cases we keep your existing fax number, so nothing changes for the people who fax you. If you need a new number, you choose between a local number and a toll-free 1-800-style number. And if you prefer to keep a physical fax machine, we can fit it with an analog telephone adapter so it sends digital faxes through the secure platform.
With vFax, your organization can:
- Simplify how documents move between offices and providers
- Save on ink, paper, and fax machine maintenance
- Send faxes from computers, tablets, and smartphones
- Transmit a fax to multiple recipients at once
- View or resend past faxes with a few clicks
- Send and receive over an encrypted internet connection
- See full fax history, including delivery dates, times, and recipients
- Reclaim the office space a bulky machine used to take
How We Protect Your Data
We are committed to safeguarding sensitive information, and we protect it at three levels: the system, the application, and our operations.
System security
- Dedicated firewall and intrusion detection
- Data protection with managed backup
- Distributed DDoS mitigation
- Daily internal security and vulnerability testing
- HIPAA compliance built into the platform
Application security
- 256-bit SSL encryption, 2048-bit private keys, and AES multi-layered encryption for all documents and data, at rest and in transit
- Account access restricted to specific IP addresses
- Access controls that decrypt data only for authorized requests
- Automated session time-outs
Operational security
- Strict access controls governing who can reach fax data and under what conditions
- Audit logging across the platform
- Encryption maintained end to end, so documents are never exposed in transit or storage
- Configurable retention to match your records policy
One Vendor for the Whole Communications Stack
vFax rarely stands alone. The same clinic or county office moving off its fax machine usually has POTS lines running alarms and elevators, a phone system that could move to hosted PBX, and SIP trunking connecting it all. True IP Solutions delivers and supports every piece, with a local team you can actually reach.
Frequently Asked Questions
Is online faxing HIPAA compliant?
Our vFax platform is built to meet HIPAA requirements for handling protected health information. Documents are encrypted in transit and at rest with 256-bit SSL, 2048-bit private keys, and AES multi-layered encryption, access is controlled and logged, and sessions time out automatically. A consumer fax app does not offer that protection. For practices that require it, we sign a Business Associate Agreement covering vFax and our hosted voice service.
Can I keep my existing fax number?
In most cases, yes. We port your current fax number to the online platform so anyone who faxes you reaches you exactly as before. If you do need a new number, you can choose a local number or a toll-free 1-800-style number.
Do I need a fax machine to use an online fax service?
No. You send and receive faxes from any computer, tablet, or smartphone through the vFax portal. If you would rather keep a physical fax machine, we can fit it with an analog telephone adapter so it sends digital faxes through the same secure platform.
How are my faxes kept secure?
We protect data at the system, application, and operational levels: dedicated firewalls and intrusion detection, daily vulnerability testing, 256-bit SSL with AES encryption for documents at rest and in transit, IP-restricted access, access controls that decrypt only for authorized requests, audit logging, and automated session time-outs.
Can online faxing handle the volume a clinic or office sends?
Yes. You can transmit a fax to multiple recipients at once, track full fax history with delivery times and recipients, and resend past faxes in a few clicks. The platform is built for the steady fax volume that healthcare and government offices handle daily.
Does vFax work alongside our phone system and alarm lines?
It does. True IP Solutions delivers online fax alongside hosted PBX, SIP trunking, and POTS replacement for the analog alarm and elevator circuits a clinic or office still runs, all from one local vendor.
Ready to retire the fax machine without risking a HIPAA violation? Get a free consultation and we will set up secure online fax on your existing number.