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How to Fax Medical Records

Faxing Medical Records in 2024: Step-by-Step Guide 

Faxing is still one of the safest ways to send sensitive medical information. Online fax services make this even easier, providing a quick way to securely fax medical records. If you’re moving, visiting a specialist, or changing healthcare providers, online fax services like Faxaroo mean you can send a fax quickly and securely while keeping privacy protected. Here’s everything you need to know about faxing medical records and a list of hospital fax numbers to help you get started. 

 

Why Faxing is Essential for Medical Records 

Medical records hold very private information, so sending them securely is essential. Faxing is one of the safest ways to send these files, that’s why traditional fax machines still exist in medical practices and hospitals. Faxing is a secure, point-to-point method of sending information, which aligns well with HIPAA’s strict privacy requirements. Unlike email, fax transmissions are harder to intercept, reducing the risk of patient data leaks. Faxing has been around for decades, so it’s trusted and widely accepted as HIPAA compliant, keeping practices on the safe side legally. 

 

Who Sends Your Medical Records to a Doctor or Clinic? 

When you need your medical records sent to a new healthcare provider, doctor, or clinic, your current provider usually handles the faxing. Upon your request, they’ll securely transfer your records using safe, compliant methods to protect your information. Some clinics may also give you a copy of your records if you prefer to fax them yourself. Here are the steps to faxing medical records whether you are the provider or individual who needs to fax medical records.  

 

Steps for Faxing Medical Records 

 

Option 1: Faxing Medical Records Using Traditional Methods  

 

  1. Obtain an Authorization Letter: 

    • If You’re the Medical Provider: Ensure that you have a signed authorization form from the patient, giving you permission to release their medical records to the specified recipient. Double-check that all details on the form are accurate. 

    • If You’re the Individual Faxing Your Own Records: Request your medical records from your provider. You can receive fax online from any device using Notifyre. 

       

  2. Identify Which Records Are Needed: Identify the specific documents that need to be sent. Only send necessary records to save time and reduce faxing costs.

     

  3. Include a Cover Sheet: Adding a cover sheet helps to safeguard the faxed information by including a disclaimer, sender and recipient details, and instructions for misdirected faxes. 

     

  4. Prepare Your Fax Machine: Ensure the fax machine is functional and has enough paper and ink. Place the cover sheet, authorization form and medical records in the document feeder. Enter the recipient's fax number carefully. 

     

  5. Send the Fax: Press the “send” button and wait for the confirmation that the fax was successfully transmitted. 

     

  6. Maintain a Fax Log: Keep a record of the fax transmission, noting the date, time, recipient's information, and any confirmation details. 

     

Option 2: Faxing Medical Records Using Faxaroo  

 

  1. Create an Authorization Letter: 

    • If You’re the Medical Provider: As with traditional faxing, make sure you have a signed authorization form from the patient, allowing you to release their medical records to the recipient. Confirm the form is complete and signed. 

    •  If You’re the Individual Faxing Your Own Records: Request your medical records from your provider. 

       

  2. Identify Which Records Are Needed: Select only the records that are relevant for the transfer. Sending only what’s needed can save both time and expense.

     

  3. Include a Cover Sheet: Same as above, adding a cover sheet helps to safeguard the faxed information by including a disclaimer, sender and recipient details, and instructions for misdirected faxes. 

     

  4. Upload your file to Faxaroo’s secure fax portal by selecting the document from your device or using our drag-and-drop feature. Faxaroo also supports other formats like PDF, GIF, and JPEG. 

    step1-US.webp

     

  5. Enter the fax number with the correct area code followed by the fax number.  

    step2-US.webp

  6. Select your payment method and confirm. Faxaroo accepts Visa and Mastercard for quick and easy transactions.

    step3-US.webp

     

Once payment is confirmed, your fax will be sent immediately! Confirmation of the fax submission will be sent to you via email, followed by a status update with whether the fax was successful or unsuccessful. 

 

Why Email is Not Recommended for Medical Records  

Email isn’t secure for PHI because it can be intercepted or accessed by unauthorized parties during transmission, making it vulnerable to data breaches. Standard email lacks encryption and medical records could be intercepted, so to keep your heath data secure make sure to only use fax to transfer your information. 

 

How Long Does it Take for Medical Records to be Transferred? 

Transferring or obtaining medical records typically takes about 5 to 10 days depending on the availability of the medical staff. To avoid delays or complications, it’s best to request your records well in advance, especially if they’re needed for an upcoming appointment. This helps ensure everything is ready when you need it and allows time for the fax transmission to take place. The actual fax won’t take long to send but if you have a large file you’ll need to expect to wait for 1-2 mins per page.  

 

Benefits of Faxing Your Medical Records with Faxaroo 

Faxaroo offers several advantages of faxing medical records online: 

No sign up required: Makes faxing fast, no logins and passwords required - users don't have to remember yet another login.    

Pay as you go: No subscriptions, meaning users aren’t required to pay monthly fees or worry about canceling after sending just one fax.   

Security: Your documents are handled with care and confidentiality. Faxaroo is ISO 27001 certified and uses TLS encryption to keep data secure.       

Accessibility: Faxaroo is compatible with all devices—smart phones, tablets, and computers—allowing you to send faxes fast while on the go.    

Environmentally Friendly: Reduce paper waste with Faxaroo's digital faxing, contributing to a greener planet.    

Reliability: Faxaroo provides instant fax confirmation of fax delivery via email, giving you peace of mind that your documents have reached their destination.    

Low-cost fax: With Faxaroo, there are no hidden fees. You only pay for the pages you send.    

Compatibility: Faxaroo supports multiple file formats including PDF, PNG, GIF, JPEG.        

Global Reach: Send faxes within the United States and internationally to destinations like the Australia, Canada, Japan, and Germany.   

Send as many pages as you need: User can send a large fax (Up to 500 pages). 

 

Medical Record Fax Numbers for Major Hospitals and Health Providers 

Having the right fax number for the medical institution you’re sending records to is crucial. Below are some of the fax numbers for medical records at some of the most well-known hospitals and healthcare providers: 

  • Sturdy Memorial Hospital Medical Record Fax Number: (508) 236-7909

  • Beth Israel Deaconess Center Medical Record Fax Number: (617) 313-1355 

  • Billings Clinic Bozeman Medical Records Fax: (406) 657-4348 

  • Kaiser Permanente Medical Records Fax Number: (877) 515-0480 

  • VA Medical Records Fax Number (Veterans Affairs): (212) 951-6346 

  • Catholic Medical Center Medical Records Fax Number: (603) 663-6531  

  • Mayo Clinic Medical Records Fax Number: (507) 284-0161 

  • Cleveland Clinic Medical Records Fax Number: (216) 587-8043 

 

Always check the fax number is correct using information provided by the healthcare organization before sending a fax. Some hospitals may have multiple fax numbers, selecting the right one will mean faster processing of your medical records once they have been received by fax. 

 

Fax Medical Records Easily with Faxaroo  

With Faxaroo, faxing medical records is easy, secure, and affordable. The Faxaroo fax app allows you to send important documents quickly while ensuring that sensitive information remains protected during transmission. Whether you're a healthcare provider transferring patient records or an individual sending your own medical documents, Faxaroo makes faxing easy!  

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