Faxing remains one of the most common methods for securely exchanging health information, but using a fax machine requires time, paper, and patience. And in spite of the drive to digital information in healthcare, offices still use fax machines. This SlideShare will talk about an alternative to fax machines that keeps some of its best characteristics without generating paper and aggravation – while saving time and effort.

1. Get Rid of Fax Machines:
Increasing the speed of health information exchange
Greg Horton, Director of Product Marketing, OpenText

2. We‟ll be at the HIMSS Conference!
Booth 3409
Orlando, Feb 24–26, 2014
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3. Fax Use In Healthcare
61 percent of doctors said that the fax machine is their
predominant means to share information with other
doctors
- Markle Survey on Health in a Networked Life 2010, Jan 2011
Fax is the primary form of communication for
63 percent of physicians
- 2012 National Physicians Survey, Oct 2012
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4. IS FAX STILL RELEVANT IN
HEALTHCARE?
 The fax can communicate complex information in human
readable format. Text and diagrams, and handwritten
notes are all handled well.
 It is a ubiquitous capability that can be added to any
office. The technology is used for many purposes so the
allocated cost for clinical information sharing is close to
nothing.
 It involves only two parties the sender and the receiver.
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5. IS FAX STILL RELEVANT IN
HEALTHCARE?
 There are no complications associated with verifying the
trust relationship between the sender and receiver. That
happens off-line.
 The transmission itself is reasonably secure. HIPAA quite
reasonably does not impose encryption requirements on
information sent over a switchable network.
 There is no time-consuming and difficult to understand
overhead to maintain security keys.
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6. IS FAX STILL RELEVANT IN
HEALTHCARE?
 Every fax machine in the world is directly addressable
with a simple number containing fewer than 12 digits.
 It works well in mixed modes, where some providers
have integrated IT systems and others have no
integration or no clinical IT system.
 Fax can easily be integrated into IT systems both for
outgoing and incoming messages.
Wes Rishel, vice president and distinguished analyst in
Gartner's health care provider research practice,
provides a simple answer: „Fax is the standard to
beat.‟
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7. What types of PHI is exchanged by
healthcare providers via Fax?
 Laboratory Results
 Physician orders
 Radiology Reports
 Prescription filling and rewriting
 Transcriptions
 Referral certification and
authorization
 Claim Status
 Fact Sheets: Admittance
documentation
 Patient accounting records
 Treatment information
 Payment and remittance advice
 Communications with other
hospitals, care providers,
vendors and patients
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8. Fax Machine Risk
 University Medical Center of Southern Nevada – A former UMC
volunteer faxed patient face sheets to an attorney who used the
sheets to contact prospective clients
 The protected health information involved in the breach included names,
addresses, and dates of birth, social security numbers, and diagnoses.
 5,301 individuals were at risk
 One person has been indicted on one count of conspiracy to illegally
disclose personal health information in violation of HIPAA
 Children‟s Hospital of Orange County inadvertently faxed patient
records to an auto shop
 Doctors‟ offices in Tennessee accidently sent patient information,
including social security numbers and medical histories, to an
Indiana businessman‟s fax machine for more than four years without
realizing it
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9. Challenges with Fax Machines
 Delay in delivery & receipt
 Can be delivered to the wrong desk or lost
 No convenient acknowledgement of
delivery
 High document distribution costs
 Compliance issues
 Lack of integration with other applications
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10. Where do Fax Servers fit in?
Frost and Sullivan “Enterprise Fax
Market Report”, November 2010
 “Fax advantages over other technologies…Faxes can include
signatures, annotation, images and unique messaging, support
multiple languages, and confirm receipt”
 “Demands for compliance: Fax servers offer regulation compliance
better than any other communications medium. …”
 “The value proposition of enterprise fax services, particularly fax
servers and FoIP, is clearly identifiable, demonstrated, and proven.”
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11. Fax machines vs. fax servers
Fax Machines
Fax Software
 Must add costly fax kits to MFP
devices or purchase fax machines
 Hard Dollar ROI: Eliminates MFP
fax kits, legacy fax machines,
dedicated phone lines
 Need to run phone lines to all fax
devices
 Limited/no ability to integrate fax into
VoIP network
 High IT management costs and
overhead
 No consolidated audit trail or history
 No centralized control of fax activity
 Need to control access to fax
machines to comply with HIPAA
 Consolidate phone lines at the Fax
Server
 Use Fax over IP (FoIP) to eliminate
need for local PBX connection
 Compliance & Security:
Centralized fax tracking & reporting
 Reduces IT management costs
and overhead
 Integrate into backend applications
 Faxes securely routed to correct
recipient
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12. A better way to fax….

13. RightFax Overview
 Software based solution
 Can be deployed in several ways
 On-premise server connected to your telephone system or internet
provider
 Analog, Digital or IP-Based telephony environments
 Combination of on-premises server with telephony provided “as a
service”
 Extensive back-end integration options
 Completely flexible to support exact customer needs
 Disaster Recovery/High Availability options
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14. RightFax can fax enable virtually any
healthcare platform or system to send,
receive, and archive patient
information securely
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15. RightFax Integration with Health Information
Systems
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16. Benefits of RightFax in Healthcare:
Improved Productivity
 Reduced Inbound Busy
Signals
 More referrals
 Happier physicians
 Faster responses
 Scheduled jobs
 Schedule jobs at night
 No waiting for faxes
 No stack to sort through
 No delivery delays
 Productivity increases
 Fax from EMR
 Fax from computer desktop
 Fax from MFP
 Reduced use of




Paper
Toner
Fax machines
Phone lines
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17. Benefits of RightFax in Healthcare:
Improved HIPAA Compliance
 Reduced faxes sent to incorrect addressee
 Auditable accountability
 Digital archive of all faxes
 Ensure confidential health information reaches its
intended recipient with delivery to private mailboxes
 Centralized communications hub for protected health
information
 Options for encrypted and certified delivery
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18. Success Story
 Founded in 1906
 More than 500 physicians
 More than 1900 nurses (RN & LPN)
 More than 4500 employees
 606 licensed beds
 More than 25,000 admissions
annually
 Nationally ranked hospital*
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19. Success Story
 Successfully integrated
RightFax with its EPIC EHR
system to meet HIPAA
compliance regulations
protecting PHI.
 Previously printers and fax
machines could not be left
unattended, now inbound
documents containing PHI are
electronically transmitted to their
EHR system and only
authorized staff has access to
those documents
“RightFax really eases this
process (availability of medical
transcriptions) and helps us
ensure the latest transcribed
report is on their (physicians)
desk in a timely fashion.”
Keith Anetsberger
System Administrator
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20. Benefits of RightFax in Healthcare:
Enhanced Patient Service Levels
 Improved health information tracking and storage
 Fast retrieval of related health information
 Accelerated scheduling, follow up, and claims processing
 Reduce care delays because referral information/patient
records were not sent
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21. Success Story
 Founded in 1860
 More than 200 physicians
 More than 750 nurses (RN &
LPN)
 477 licensed beds
 More than 25,000 Admissions
Annually
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22. Success Story
Denver Health’s Central Fill
Pharmacy
 Manually managing 700 refill
requests per day
 30% were duplicates
 With RightFax, duplicates were easily
recognizable by sending fax number
or medical record number
 Electronic Document management
system determines if prescriptions
are incomplete or have mistakes and
kicks them back to physicians for
correction.
 Errors quickly found and patients get
the meds faster
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23. Why OpenText?
Fax Integration and Automation
for Healthcare
Over 25 years of experience in
Enterprise Fax Solutions
#1 Enterprise Fax Server vendor*
Leading Cloud Fax vendor**
Fastest growing provider of FoIP
Solutions*
Part of a global $1.3+ Billion market
leading EIM company
Over 10,000 systems in use with
Hospitals & Clinics worldwide
*Computer-based Fax Markets: 2012-2017 (Davidson Consulting)
** Who's Who In North American Cloud Fax Services for Enterprises: 2012 (Gartner)
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24. Learn more about OpenText Fax Solutions
 Visit us at faxsolutions.opentext.com
 Call us at 800.304.2727 or 1.425.455.6000
 Email us at ix@opentext.com
 Follow us at @OpenTextIX
 Join us: http://www.opentext.com/community/ix
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