What is a HIPAA Compliant Fax?

I recently had a routine medical checkup and as I was signing in I always look over to see if they have an old fax machine sitting somewhere. It’s rare that you see a stand-alone fax machine as most offices have online faxing and multi-function printer integration. At some point a medical assistant asked one of the ladies at the desk if the fax needed a cover sheet. The woman at the desk quickly assured her that all faxes get coversheets no matter what. “All Faxes get cover sheets! No exceptions…ever!”.

It’s good to see that my doctors office takes HIPAA seriously as ignorance of the laws are not an excuse any longer. HIPAA has been around since 1996 so we have had over 20 years to get it right however we are still talking about it and struggling with compliance.

It’s not just doctors offices that have to deal with these directives either. Pharmacies, therapists, hospitals and even insurance companies have HIPAA Fax requirements.

Some of these rules are obvious like all fax machines are to be placed in a secure area and not publicly accessible. Many faxes are digital and just saving them to the local hard drive or “G Drive” is not enough either. A lack of technical knowledge or inadequate IT budgets can lead to massive HIPAA fines.

A recent HIPAA violation that made headlines was Affinity Health Plan and their used copier. They returned a copier after a lease was complete and failed to wipe the hard drives. Over 350,000 patient records were exposed. HHS fined them $1.2 million. It could have been worse. All because an IT admin didn’t know or didn’t have a solid HIPAA compliant IT plan for disposing of devices that contain ePHI. It was only found because the copier leasing office checked the hard drives. How many times has this happened and not been reported?

Faxing doesn’t have to be complicated. Now with integrated Multi-function printers and Print to Fax drivers your organization’s fax platform can be seamlessly integrated into your EMR.

IT budgets are tight and enterprise fax is a critical element in every medical environment. Don’t cut corners or ignore the common sense HIPAA Fax guidelines.

Btw, here are the penalties for a HIPAA Violations:

  • Tier 1: A violation that the covered entity was unaware of and could not have realistically avoided, had a reasonable amount of care had been taken to abide by HIPAA Rules
    • Minimum fine of $100 per violation up to $50,000
  • Tier 2: A violation that the covered entity should have been aware of but could not have avoided even with a reasonable amount of care. (but falling short of willful neglect of HIPAA Rules)
    • Minimum fine of $1,000 per violation up to $50,000
  • Tier 3: A violation suffered as a direct result of “willful neglect” of HIPAA Rules, in cases where an attempt has been made to correct the violation
    • Minimum fine of $10,000 per violation up to $50,000
  • Tier 4: A violation of HIPAA Rules constituting willful neglect, where no attempt has been made to correct the violation
    • Minimum fine of $50,000 per violation

WestFax can service all your Secure HIPAA Compliant Fax needs from a simple email / fax portal to full API Integration with your EMR / EHR / Salesforce and more. Learn more.

Barry Clark

Barry Clark

How to use Advanced flags with Fax to Email

If you are a user of Fax to Email you already know how easy it is to send faxes. Once you setup your FaxForward account you just just send an email with an attachment to FAXNUMBER@westfax.com where you replace FAXNUMBER with the ten digit number. i.e. 13035551212@westfax.com.

The Subject of the email becomes the Fax Header and the fax is sent as soon as it’s received.

There are a few more advanced “commands” you can use to alter the workings of the FaxForward.

These commands are placed in the Email subject field.

Here’s a list of the switches and a quick description of their function:

/d YYYY-MM-DD HH:mm — Date switch, which will change the schedule to the date and time given.

/hn — Header negate – this suppresses the header on the fax entirely.

/h [Header Value] — Use [Header Value] as the header on the fax.

/rs or /rf – Controls resolution. Resolution is Standard (/rs) or fine (/rf)

/at [1 – 10]– Controls transmission attempts (default is 3). Range is 1 – 10. If excluded, the product configuration will be used.

/rti [1 – 30] – Controls retry interval. Value is number of minutes between retries. Range is 1 – 30 minutes. If excluded the product configuration will be used. Default is 5 minutes.

/faxbody – Fax on the body of the email. The email must be HTML encoded.

/faxattachmentsonly – Ignore the content in the body of the email. Convert and fax only the attachments.

/faxbodyandattachments – Fax both the body and attachment. (This is the default for ATI)

For ATI, the default is this: [Job Name] /rf /faxbodyandattachments /at 3 /rti 5 — This is how the ATI products are configured. If ATI were to send an email with “Test Fax” as the subject, the flags indicated would be inherited, and the Job Name would be set to “Test Fax”.

Here’s an example subject line:

Therapy Fax /rs /faxattachmentsonly

This would yield a fax that has “Therapy Fax” as the job name. Only the attachments will be sent, and the attachments will be rendered in standard fax resolution.

Most common HIPAA violations and how to avoid them.

HIPAA violations occur everyday. The best way to avoid HIPAA violations is for them not to occur in the first place. HIPAA laws are complex and they are subject to continuous change.  The best defense is a good offense and in today’s medical environment there are no excuses for untrained personnel and careless mistakes.

Some of the more common HIPAA Violations are:

  1. Maintaining Unsecured Records.
    All patient and PHI (Person Health Information) related records must be in a protected environment. A locked Desk, Filing Cabinet or office. Digital records must be protected by password controls and optimally have strong encryption. Patient data should never be left on desks overnight or in unsecured locations. Most HIPAA violations fall into this category.
  2. Lack of Employee Training.
    All staff that handle ePHI or HIPAA materials should be properly trained on the requirements and regulations that govern one’s particular practice. Even IT personnel should have training as they are usually able to access PHI in their daily IT duties. Training is not optional. It is a part of the HIPAA laws. One cannot plead ignorance of the law in the event of a violation.
  3. Gossiping and/or sharing information.
    Talk around the watercooler is natural in most offices but the topics cannot stray into PHI about patients no matter how tantalizing it is. Medical information should only be discussed in a professional setting related to treatment or official matters regarding the patient. Gossiping about a patient’s condition is one of the primary reasons that HIPAA laws exist. Many celebrities and public figures had their private medical data leaked and in the days before HIPAA there was no penalties in place beyond direct civil legal action.
  4. Hacking
    Just Google “Medical Records Hacked” and you’ll find thousands of stories of hackers stealing medical records and selling them on the dark web. That post-it-note with your login to the EMR is enough to effectively bankrupt the entire practice. Practicing strong IT discipline and enforcing complex passwords will ensure that the front door to your records remains unbreached. There are still ways to get at medical information through bugs and attacks but the first line of defense is at the individual employees desk. See the HHS Cyber Policy guidance for more information.
  5. Improper disposal of health records. 
    One of the more important guidelines of HIPAA are the proper disposal and removal of PHI. Anything containing Social security numbers, medical diagnosis or treatments must be shredded, destroyed and wiped from hard drives and removable media. Even the Ipads that are used for patient sign in contain PHI and must be properly disposed of. Old computer equipment should not be sold or upgraded without properly wiping all hard drives and removable media. Even if a computer is broken the hard drive may contain PHI and if that falls into the wrong hands can cost millions in fines.
  6. 3rd party disclosure
    Again, discussion of a patients treatment should only be between the doctor, staff and billing departments and the patient. Accidental disclosure; an employee faxing the records to the wrong office are not treated as accidents in the eyes of the law and are as damaging as purposeful release. Ensuring that the recipient has a need to know and double checking fax numbers and email addresses ensures that a patients PHI does not end up in the wrong hands.

In summary, PHI and HIPAA regulations are clear in all guidance. There is no grey area when it comes to HIPAA. Make sure your staff is trained (including IT staff) and enforcing strong oversight of your practice’s compliance is critical to ensuring you stay on the right side of the law.

 

How To: Getting started with the Print To Fax Driver

Let’s break it down and get you faxing!

What you need:

  • Windows PC
  • Fax To Email account. Need one? Get a fax number today. 10 day free trial!

Let’s get started:

  • First let’s get the driver downloaded. Click here to download it: Fax to Printer Driver.
  • Once it downloads double click it to extract the files. There are two installer files. Choose the x64 one. If you get an error use the x86 version.
  • Click Next to select the location of the install. You can leave this default unless you want to install elsewhere.
  • Click Install
  • When you see the next screen just click Finish and launch the Printer Tool.
  • Ok, here is the default screen. We’re going to connect to your Fax2Email account. Need an account? Stop here and go sign up. Then come back to this step.
  • Ok, Click the Settings button and you’ll get this dialog box. Click Login to set your login credentials.
  • Now, enter your login and password for your Fax To Email account. Can’t remember it? Click here.
  • Now, Let’s make sure everything is set. You should see your Fax number in the “Currently Selected Product (Fax number)” box. If you have more than one number choose the one you want to fax from.
  • Now that you have your account authenticated you are all set!
  • Now, let’s open any document to print. Got one loaded? Ok… Let’s print:
  • Go to File->Print. Now in the printer selection choose “WestFax Printer”. Then hit Print.
  • Now, You will see a “Processing” Bar on the bottom right as we queue up the document. Then you will see the WestFax Printer dialog come up.
  • Now you go to the WestFax Printer tool and you will see your document name, # of pages and the status. If the document is a few pages it will take a few seconds to change the status to ready. If it is a larger document with images or a large number of pages it will take a little longer. Once it says Ready we want to click “Start Fax”. Note: You can add additional documents on this screen here if you want. Just click “Add Doc” and select any document you want to include.
  • Now just click “Start Fax”. You will be able to confirm the fax number you are using (if you have more than one number) and you just need to add some recipients. Type in the number and add a name to it if you want.  Click Add. You can also add a Header and Job Name as well but it’s not required. You will see thumbnails of your document on the right. You can double click it to view it zoomed up.
  • Once you have at least one fax recipient you can click Send Fax. You’ll see a dialog popup that says “Fax Sent”
  • Done! Ok, so if you followed along your fax is on the way. You can fax yourself if you want to test it. Also, if you want to see the fax status you can log into your Fax to Email account and see the new outgoing fax there.

 

Any issues or questions? Please feel free to reach out to our team and talk to a real person. Click here to contact us or use the contact form below. We’ll do our best to get you all sorted out.

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HIPAA violations and Fax.
How to ensure you are compliant.

It doesn’t need to be said, but HIPAA compliance is serious business. Entire industries have been built around making sure medical facilities, doctors offices and insurers are complying with all the privacy and data protection laws and guidelines. Here are some straightforward tips for keeping your faxing on the right side of the law.

1. Don’t allow incoming faxes sit on publicly available fax machines or within visual range of unallowed 3rd parties.
If one is receiving faxed protected documents ensure that your machine is in a private non-public location. When sending a protected fax, call the receiver to ensure that their fax machine is in a private or protected location. If the fax machine is physically located on a desk ensure that patients and clients walking by cannot see the contents of faxes being received.

2. While you’re at it, dump your manual fax machine and use a HIPAA compliant cloud fax service.
Immediately this will save you money, make it easier to manage sending and receiving faxes, and offers the added security of encryption technology when sending and storing faxes. Make sure your cloud fax service encrypts all your documents and is setup for HIPAA fax. WestFax offers HIPAA compliant cloud fax.

3. Always use cover pages.
HIPAA requirements dictate that one uses a cover sheet with the approved HIPAA statement when transmitting PHI. Be sure to use a Confidentiality Statement on your fax cover sheets when sending patient information. This is an example of a Confidentiality Statement:

The documents accompanying this facsimile transmittal are intended only for the use of the individual or entity to which it is addressed. It may contain information that is privileged, confidential and exempt from disclosure under law. If the reader of this message is not the intended recipient, you are notified that any dissemination, distribution or copying of this communication is strictly prohibited. If you are not the intended recipient, you are hereby notified that law strictly prohibits any disclosure, copying, distribution or action taken in reliance on the contents of these documents. If you have received this fax in error, please notify the sender immediately to arrange for return of these documents.

In order to be HIPAA compliant, your fax cover sheet should also include the following items:

  • Date and time sent
  • Recipient’s name
  • Recipient’s fax number
  • Sender’s name and organization
  • Sender’s phone number
  • HIPAA fax disclaimer

4. Maintain an audit trail.
If you don’t have an accurate audit trail of every activity that occurred with each patient document, then you are susceptible to fines associated with non-compliance.

HIPAA is not optional and until all IT assets and architectures are re-engineered to be intrinsically HIPAA compliant everyone must be vigilant and attentive to PHI handing requirements and best practices.

4 Ways to increase your productivity and maximize your business impact.

Every entrepreneur from the guy fixing cars out of his garage to someone running a consultancy knows that time is the #1 problem. Not enough time to get everything done. We cut corners, sacrifice effectiveness and in the end we hurt our business.

These are some less common and not usually hit upon ways to increase productivity and maximize your time on the important work of executing your business priorities.

Automation and Email
We all get too many emails. They come in all day and night. They ding and blip and distract us.

A few tips to make Email less distracting:

 

Delegate menial or simple tasks to others
There is no reason for anyone to be typing in data entry or creating email campaigns for their business. If you are a solo operator you can utilize tools like Upwork, Fiverr and elance where you can hire someone to tabulate data for just a few dollars and create compelling eblasts and marketing materials for a fraction of the time you would spend doing it. Effective leaders hire people they trust. They don’t always have to micromanage everything. Although micromanaging is effective initially with a new hire to teach them the ropes; however, after they get it let them do the work. If you have to micromanage an employee or consultant constantly then you hired the wrong person. If they are always asking your questions that you think is causing you to micromanage you need to let the person know you trust them.

Yes, we know you have to control every part of your business but the best leaders will surrender lessor tasks to others and once you find the perfect consultant or freelancer just keep them on retainer and you can reclaim many hours in your day.

 

Turn off the podcast, tv or news radio
Yes, we all like background noise and listening to a podcast or having the news on the radio or tv can be create ineffective work flow state. What is “Flow State”. It’s when you are so focused that you no longer have internal measure of the passage of time. You are solely focused on your work and you look up at the clock and 3 hours have gone by without you noticing it.

Tools that can help:

  • Y-Productive. This tool will disable distracting sites…facebo…cough and other sites. You can also track your productivity stats and see the improvement in your work day.
  • Sloth Worth. We love this little applet that runs in your browser. You install it into chrome and tell it your hourly rate. Then if you go to a site like Twitter, craigslist, ebay, amazon, etc… it will tabulate how much money you are losing while browsing around wasting time.
  • Google Wellbeing. This tool by our favorite search engine will help you understand how much time you spend on your device doing different tasks, etc.. this writer was shocked at how much time was spent texting and chatting on messenger. Sometimes one doesn’t know they have a problem so this tool is critical in identifying problems before they become time sinks and ultimately sink your company.
  • See more productivity and blocking tools here.

 

Drink Coffee less and later
“Drinking a cup of coffee first thing in the morning blunts the energy-boosting effects of caffeine and may lead to increased tolerance of the stimulant.” states Ryoko Iwata, “a Japanese coffee-lover living in Seattle” on her appropriately titled blog, I Love Coffee.  According to Iwata: “By consuming caffeine when it is not needed, your body will build a faster tolerance to it, and the buzz you get will greatly diminish.”

So when do we drink our “energy potions”? 
“The times of peak cortisol levels in most people are between 8-9 am, 12-1 pm and 5:30-6:30 pm. Therefore, timing your “coffee breaks” (an apt term) between 9:30-11:30 and 1:30 and 5:00 takes advantage of the dips in your cortisol levels when you need a boost the most”

This infographic will help. More in this article.

 

 

 

 

 

 

 

 

and Lastly: Value your time.
Most of us don’t think of our time as billable hours. You are billable. You are accountable to yourself. By using the tools aforementioned you can get your head around how much of your time is being wasted. What’s your hourly rate? Well, pull out your Gross income last year and divide it by 2080 (the standard 8 hours a day x 52 weeks) and you will get your hourly. Most of us would be surprised about how much money can be made with just small tweaks in ones schedule.

How to add send a fax via API with callback function

In this article we will discuss how to send a fax using WestFax API as well as have the WestFax API send a callback when the fax has completed.

What are callbacks? They are asynchronous, out-of-band requests that your service will send to some other service in response to certain events. This helps you improve the workflow your API. A typical use is for events. You set the callback url which is a page on your website that can process data about an event. Your page is configured to receive parameters using POST or GET Method. WestFax supports both. When an event occurs (Successful fax delivery, etc…) it will call that url with the proper parameters so your application can handle the event and process your workflow without having to intermittently ping our service.

 

Here is what we are going to do:

  1. Send a test ping to the API to make sure we can connect.
  2. Send a fax using the API to ourselves or a test fax number.
  3. Get the callback response and call a web service that gives us the status of the fax

Here is what you need:

  1. We will assume you are using a relatively modern development framework. PHP, React, .Net, etc…
  2. We recommend you use a tool like Postman (Free and available on all platforms) to test your API’s and generate the code.
  3. Developer API account. Easy to sign up and get started immediately.

The WestFax API is comprised of a large set of methods that are exposed using a RESTful interface. Data can be interchanged in a number of formats including JSON and XML. Additionally, WestFax offers SOAP and RPC bindings that are described elsewhere. For the purposes of this demo the REST interface with JSON encoding is used.

  1. Get the sample code for Postman. Link here.
  2. Click Download or Fork it to your local repo.
  3. Once you have the local files you should see two Json Files: WestFaxApi_Postman_collection.json and WestFaxApiEnvironment.postman_environment.json
  4. Open Postman and create a new Request. You can call it whatever you want to call it but we will use WestFax.
  5. Now go click the File -> Import command.
  6. Drag or select  the two Json Files from the code you downloaded earlier and click import.
  7. You will see it quickly import and you will have 23 requests in your new WestFax Collection.
  8. Now look at the top right corner of postman. You should see a drop down and an “eye” icon and a gear icon.
    Select the Dropdown to select “WestFaxApiEnvironment” and then click the Eye icon.
  9. You will now see a bunch of pre-defined variables. You will want to change these by clicking Edit.
  10. Change the default values to the ones you received when you signed up for API access.
  11. Now let’s go test to make sure we are connecting ok and getting a response from the server. On the left menu under “23 requests” select the “Security_Ping”. Go ahead and click the blue “SEND” button.
  12. You should see something like this come back from the API. If not please feel free to contact us for support.
  13. Now let’s try to send a fax. If you have an incoming number attached to your account you can use that or any other fax number. You can also use the well known HP Faxback test number at 1-888-473-2963. They will fax you back that they received your fax usually within 5 minutes.
  14. So click the Fax_SendFax method on the left and you will see this for your Body setup.
  15. The {{Orange}} values are filled in from the config you already set so you can ignore those. The values you need to set are the Numbers1, Files0 fields. The rest are optional and you can unclick them if you want. Although adding a FeedbackEmail value is useful to get confirmation of the fax sending. Once you set all these variables go ahead and click send.
  16. (Optional: Callback). Set your callback url with templated values for replacement. In this case we are using: [get]http://yourweburl.com/{@jobid}?prod={@prodid}&dir={@dir}. WestFax will replace the @jobid, @prodid and @dir with real values so one can process accordingly. GET is implied so you can exclude [get] from the beginning or use [post] to use that method.
  17. You should see a result code of True and a hash string with the confirmation code. This Result code is the @jobid you will use in the next phase of handling the callback so copy this value somewhere.
  18. Ok, so here is a neat trick that Postman give us. You can get all your code done for you. Just click the button “Code”. It’s kind of buried near the Send button next to cookies.
  19. Now when you click code you will get formatted code for almost any programming language you may need:

 

Phase 2: Let’s check the Status of the Fax now that the pingback call has come back.

So the fax process worked and we are waiting for a callback response. Basically WestFax will ping a url that you provide. So let’s assume it is https://yourwebsite.com/

We will pass in some parameters with it using GET or POST. GET is implied so you must specify POST in the callback request if you want it to post to a form. We pass in three pieces of information:

  1. @jobid = This is the jobid that you got back in the Result from the Fax_SendFax call. It will match the Result code so you can match it to specific fax calls.
  2. @prodid = This is your product id from the Fax_SendFax call. If you have multiple accounts you can use this to filter out other accounts.
  3. @dir = this will be inbound or outbound. Basically telling you which direction the fax sent.

So when the callback fires your webpage should handle those input values.

Once you have the values you can call the next webservice and get the data back. Let’s get started.

  1. Let’s go back to Postman and find the webservice called Fax_GetFaxDescriptionsUsingIds. Go ahead and click it. You’ll see something like this:
  2. Ok, so let’s look at the Body of this request so we know what we need to fill out to get the fax status.

    We see that it has the username, password, cookies (we can ignore that), productID and two new fields FaxIds1 and FaxIds2. You’ll notice that these fields have template string placeholders of {{FaxIds1}} and {{FaxIds2}}. This is because these values are serialized and we’ll look at this next. The FaxIds fields are the Faxes we want to get the status of. We have the result code from the previous call so let’s go explore that.
  3. We are going to click on the Pre-request Script header and we’ll see the format of the template placeholder we talked about previously.
    So we already put this code in there for you. All you need to do is replace the Id field. The Direction, Date and Tag are optional as the ID is the key field here. So we’ll put our Id in here and you can see on Line 8 that we bind the JSON string to the Variable. You could also copy all the JSON from the variable id1 into the FaxIds1 field directly but this template allows you to append more Id’s and get the status of several faxes.
  4. Once you have the ID in there you will hit Send and get the following output.
    You can see here that we have a complete record of the fax transmission. You can parse the JSON result in whatever method you choose and you can see that we have the Date, Direction, PageCount, Quality and Status which is Complete. So the fax is completed.

 

Success! As you can see it’s not hard at all to add Faxing to your Enterprise application. If you have questions or need more help please reach out to us at 800-473-6208 or contact us via email.

 

How to add the WestFax API into your enterprise application

You have your enterprise application coded but you need to be able to send faxes occasionally. Sure, you could just generate a PDF, Print it off and then fax it. But with just a few lines of code you can integrate faxing into your application. Here are some simple instructions to get your application fax enabled. In this article we will show you how to send a fax.

Here is what you need:

  1. We will assume you are using a relatively modern development framework. PHP, React, .Net, etc…
  2. We recommend you use a tool like Postman (Free and available on all platforms) to test your API’s and generate the code.
  3. Developer API account. Easy to sign up and get started immediately.

The WestFax API is comprised of a large set of methods that are exposed using a RESTful interface. Data can be interchanged in a number of formats including JSON and XML. Additionally, WestFax offers SOAP and RPC bindings that are described elsewhere. For the purposes of this demo the REST interface with JSON encoding is used.

  1. Get the sample code for Postman. Link here.
  2. Click Download or Fork it to your local repo.
  3. Once you have the local files you should see two Json Files: WestFaxApi_Postman_collection.json and WestFaxApiEnvironment.postman_environment.json
  4. Open Postman and create a new Request. You can call it whatever you want to call it but we will use WestFax.
  5. Now go click the File -> Import command.
  6. Drag or select  the two Json Files from the code you downloaded earlier and click import.
  7. You will see it quickly import and you will have 23 requests in your new WestFax Collection.
  8. Now look at the top right corner of postman. You should see a drop down and an “eye” icon and a gear icon.
    Select the Dropdown to select “WestFaxApiEnvironment” and then click the Eye icon.
  9. You will now see a bunch of pre-defined variables. You will want to change these by clicking Edit.
  10. Change the default values to the ones you received when you signed up for API access.
  11. Now let’s go test to make sure we are connecting ok and getting a response from the server. On the left menu under “23 requests” select the “Security_Ping”. Go ahead and click the blue “SEND” button.
  12. You should see something like this come back from the API. If not please feel free to contact us for support.
  13. Now let’s try to send a fax. If you have an incoming number attached to your account you can use that or any other fax number. You can also use the well known HP Faxback test number at 1-888-473-2963. They will fax you back that they received your fax usually within 5 minutes.
  14. So click the Fax_SendFax method on the left and you will see this for your Body setup.
  15. The {{Orange}} values are filled in from the config you already set so you can ignore those. The values you need to set are the Numbers1, Files0 fields. The rest are optional and you can unclick them if you want. Although adding a FeedbackEmail value is useful to get confirmation of the fax sending. Once you set all these variables go ahead and click send.
  16. You should see a result code of True and a hash string with the confirmation code.
  17. Ok, so here is a neat trick that Postman give us. You can get all your code done for you. Just click the button “Code”. It’s kind of buried near the Send button next to cookies.
  18. Now when you click code you will get formatted code for almost any programming language you may need:

Success! As you can see it’s not hard at all to add Faxing to your Enterprise application. If you have questions or need more help please reach out to us at 800-473-6208 or contact us via email.

 

When you fax machine dies… How to get digital quick!

So the old fax machine bit the dust. What to do now? Do you run to the store to buy a replacement or maybe this is a great time to go digital finally.

First things first. We need to make sure you are still able to receive faxes.

  1. Sign up for a free trial for online faxing. Pick any number because it won’t matter once you port your number.
  2. Contact your phone provider (the company you are paying for your fax land line) and have them forward your number to the new fax number.
  3. Fill out a Port request form and have your online fax provider port your old fax number to the online service.

Porting your number is pretty quick. It shouldn’t take more than a day or two. Now all of your faxing is in the cloud and you can cancel your land-line, get rid of your old fax machine (remember to dispose of it greenly) and enjoy the flexibility, security and reliability of your online fax service.

WestFax offers a 10 day free trial so give it a try. We are positive you will never go back to a fax machine again.

 

4 Reasons to you need an online fax service

If you have worked in an office that utilizes faxes we all have that love / hate with our fax machines. Whether it is a trusty old machine that never fails or some fancy copier integrated fax that, despite it being brand new, still suffers failures and odd error codes and at times you want to bash it to pieces out in the parking lot during a smoke break. We have been there.

It might be time to move on to something better. Online Faxing.

Here are 3 reasons it makes sense to make the switch:

  1. Money. plain and simple. Fax machines need toner, paper, occasional replacement and a dedicated phone line. This adds up depending on your usage. $100’s a month just to keep that machine working.
  2. Security. A physical fax machine can be a security risk as anyone with access to it can see incoming and outgoing faxes. Online faxing is much more secure and faxes can be specifically routed to any individual or group that needs it.
  3. Convenience and availability. Being able to send / receive and manage faxes using any computer or mobile device makes managing your faxing much easier. No longer are you bound to the office. One can receive and send a fax from any device.
  4. Enhanced workflow. With online faxing such as WestFax you can route incoming faxes to certain individuals or group email boxes. With the FaxForward functionality you can allow anyone in your organization to send a fax as easily as sending and email. No more having to fill out cover letters and printing off documents. Just attach the document in the email and send it. Easy and no need to deal with busy signals or hardware issues.

Regardless of the reason your fax machine will eventually break and the time and money spent on paper, ink and the landline cost