Electronic Fax and Compliance
Regulations such as HIPAA and Sarbanes-Oxley mandate that private electronic information such as PHI (protected health information) and other electronic documents be exchanged and managed in a secure fashion, and stored for certain periods of time. Electronic fax plays a critical role in achieving compliance. Security of information exchanged via email or the Internet leaves something to be desired. But, exchanging information via electronic fax using Imecom’s Fax Server ensures that information is secure from end-to-end with additional measures for secure, accurate routing and automatic long term storage.
Electronic Fax and HIPAA Compliance
The Health Insurance Portability and Accountability Act of 1996, also known as HIPAA, is changing the way many healthcare organizations send, receive, and manage confidential information. Previous hard copy paper systems once used by many are not only slow and outdated, but are now considered insecure and a liability. Healthcare organizations today are faced with the challenge of finding new alternatives for tracking and exchanging protected health information (PHI).
Imecom Group offers a viable solution to meet these challenges. Our DM Fax Server solution is an easy-to-use, effective system that healthcare organizations can use to comply with HIPAA regulations for information flow and exchange. Fax Server technology is a secure method of communicating. Documents sent and received via fax are tamper-resistant, confidential, and can be tracked easily. Furthermore, fax server software can greatly enhance productivity and reduce costs when communicating with patients, providers and other health care organizations. Here are several simple and affordable ways Imecom Group can assist you in becoming HIPAA compliant.
Keep Protected Health Information (PHI) Secure
Healthcare organizations are constantly communicating all sorts of confidential information – prescriptions, insurance claims, test results, etc. In the past, such information was handled, processed, and exchanged manually. However, these manual procedures leave large security holes that violate HIPAA regulations. For example, PHI can be routed to the wrong person or left out in the open where anyone could view it. And from a cost savings perspective, these manual processes are slow and very ineffective.
With DM Server, PHI can be exchanged securely and electronically via fax. DM Server allows organizations to automatically route confidential information directly to the appropriate and authorized individual’s email inbox, fax client inbox, web fax client inbox, or to a secure network printer or directory. This ensures that only authorized individuals have access to protected information and eliminates the security holes that come along with manual procedures. The end result – healthcare organizations can be certain that PHI is delivered to and viewed by the right person in accordance with HIPAA regulations, all the while increasing cost savings by eliminating archaic manual processes.
Secure, Confirmed Information Delivery
Exchanging information using conventional methods such as manual fax, standard mail, and courier service is unreliable, insecure, and do not comply with HIPAA regulations. These methods simply are not 100% secure and does not always offer confirmed delivery. When dealing with PHI, this is not acceptable.
With DM Fax Server, you can replace traditional delivery methods and their vulnerabilities with secure, confirmed electronic document delivery. Information can be sent directly from any PC or application in real-time. Furthermore, information is routed directly to the intended recipient’s email inbox, fax client inbox, web fax client inbox, or to any network printer or directory with notification of delivery and receipt. The end result – Imecom DM Fax Server helps protect confidential information, prevents information from falling into the wrong hands, and helps preserve the integrity of the confidential information.
Ensure That Confidential Information Cannot Be Altered
Exchanging information via methods like standard mail, courier service, and even email do not provide complete protection of confidential information or preservation of data integrity. Anyone can intercept a letter or email message and view the contents without being discovered. This is a clear breech of security and violation of HIPAA regulations.
With DM Fax Server, you can send and receive documents via a secure PSTN in TIFF or PDF format, which cannot be altered or changed. This ensures that the information being exchanged is not tampered with at any point during transmission or following receipt. Furthermore, DM Server also offers features for automatic archival of all documents sent and received. This provides healthcare organizations with a comprehensive system for information tracking. The end result – confidential information remains protected and unaltered always.
Streamline Protected Health Information Processing and Exchange
With conventional information processing and delivery methods, nothing is integrated. You are not maximizing your dollars and using your resources effectively. Furthermore, you are not ensuring that your PHI is secure during exchange or when it is received. This not only does not meet HIPAA compliance regulations, but is a clear waste of resources and money.
DM Fax Server is a comprehensive communications server that seamlessly integrates with your LAN/WAN environment to provide efficient and secure fax and e-document delivery capabilities from end user desktops, HIS applications, imaging systems, billing applications, and virtually any back-office application. PHI is generated by any and all of these applications, and Imecom Group’s DM Server ties them all together by enabling you to deliver and receive PHI to and from each and every one. The end result – healthcare organizations can maximize current investments and greatly improve productivity and security by implementing a centralized, secure communications server from Imecom Group.
Trust Imecom Group
Imecom Group has been providing enterprise fax server and electronic document delivery solutions to tens of thousands of customers since 1989. We have solidified ourselves as a market leader in communications technology by providing reliable and affordable solutions to our customers. We have helped organizations like Johnson & Johnson Healthcare, Cerner Corporation, Sunquest Health Systems, Park Nicollet Healthcare, Emory University Healthcare, ValueOptions Behavioral Health, and many others achieve HIPAA compliance and maximize their dollars by delivering comprehensive products and services. We can do the same for you.
Electronic Fax and Sarbanes-Oxley Compliance
The Sarbanes-Oxley Act of 2002 was put into place as a result of corporate financial scandals. The purpose of the Sarbanes-Oxley Act is to heighten the accountability of corporations and corporate officers involved in scandalous accounting practices. The rules of the Sarbanes-Oxley Act require publicly traded companies to report financial earnings in a timely and accurate manner. If these rules are violated, corporations and their officers are subject to harsh fines, punishments, and in some cases jail time.
The bottom line: Sarbanes-Oxley requires publicly traded companies to retain all correspondence, communications, data, records, and documents, including faxes, between themselves and their auditors for a period of five years. It also requires CEOs and CFOs to certify that all information included in quarterly report statements is true and accurate, and that appropriate documents to support such information be made available if required.
How does this involve Imecom? To comply with Sarbanes-Oxley, companies must implement systems that not only improve information security, but also provide detailed audit trails as well. Imecom Group offers a viable solution to meet these challenges. Our DM Fax Server is an easy-to-use, effective tool that helps organizations not only communicate easier, but also retain documents and keep track of each document sent and received by the fax server system. In terms of security, fax server technology remains one of the most secure methods of communicating. Documents sent and received via fax are tamper-resistant, confidential, and can be tracked easily. Here are several simple and affordable ways Imecom Group can assist you in achieving compliance with Sarbanes-Oxley.
Keep Your Information Secure
Imecom’s DM Fax Server helps you keep information secure by taking advantage of tried and true fax technology. Faxes are transmitted and received as TIFF or PDF images over a secure PSTN. They cannot be tampered with or altered. Furthermore, DM Fax Server allows organizations to automatically route confidential information directly to the appropriate and authorized individual’s email inbox, fax client inbox, web fax client inbox, or to a secure network printer or directory. This ensures that only authorized individuals have access to privileged information and eliminates the security holes that come along with manual procedures. The end result – you can be certain that your information is delivered to and viewed by the right person, is automatically stored for the appropriate amount of time, and that its integrity is preserved.
Secure, Confirmed Information Delivery
Exchanging information using conventional methods such as manual fax, standard mail, and courier service greatly increases your chances of violating Sarbanes-Oxley regulations because there are too many chances for information to be altered or viewed by unauthorized people. These methods are also slow, inefficient, costly, and do not always offer confirmed delivery. With the penalties of breaching Sarbanes-Oxley regulations looming, you cannot take chances using these older methods.
With Imecom Group’s DM Fax Server, you can replace traditional information delivery methods and their vulnerabilities with secure, confirmed electronic document delivery. Information can be sent directly from any PC, multi-function product, or business application in real-time. Furthermore, information is routed directly to the intended recipient’s email inbox, fax client inbox, web fax client inbox, or to any network printer or directory with notification of delivery and receipt. The end result – Imecom Group’s DM Fax Server helps protect confidential information, prevents information from falling into the wrong hands, and helps preserve the integrity of the confidential information.
Ensure That Confidential Information Cannot Be Altered
Exchanging information via methods like standard mail, courier service, and even email do not provide complete protection of confidential information or preservation of data integrity. Anyone can intercept a letter or email message and view the contents without being discovered. This is a clear breech of security and a violation of Sarbanes-Oxley regulations.
With Imecom Group’s DM Fax Server, you can send and receive documents via a secure PSTN in TIFF or PDF format, which cannot be altered or changed. This ensures that the information being exchanged is not tampered with at any point during transmission or following receipt. Furthermore, DM Fax Server offers features for automatic archival of all documents sent and received. This provides public organizations with a comprehensive system for information tracking. The end result – confidential information remains protected and unaltered, always.
Streamline, Centralized Communications System
With conventional information processing and delivery methods, nothing is integrated. You are not maximizing your dollars nor using your resources effectively. Furthermore, you are not ensuring that your information is not being tampered with or seen by unauthorized individuals. This not only breaks Sarbanes-Oxley regulations, but it simply is a waste of resources and money.
Imecom Group’s DM Fax Server is a comprehensive communications system that seamlessly integrates with your LAN/WAN environment to provide efficient and secure fax and e-document delivery from end user desktops, financial applications, document management and imaging systems, multi-function products, and virtually any back-office application. With DM Fax Server, you can fully maximize your existing applications and network resources, tying them all together and enabling you to deliver and receive information to and from them all. The end result – public organizations can maximize current investments and greatly improve productivity and security by implementing a centralized, secure communications server from Imecom Group.
Advanced Document Archival and Storage
Sarbanes-Oxley requires publicly traded companies to maintain all communications, application data and records between themselves and their public auditors for a period of five years. This means that organizations must keep track of digital documents – how they are delivered, who delivers and receives them, and how they are stored. Serious consequences exist if the rules and regulations outlined by Sarbanes-Oxley are not followed. As a result, organizations must improve the efficiency and reliability of how documents are managed and tracked.
Imecom Group’s DM Fax Server offers an advanced archival and storage system that enables you to store inbound and outbound faxes electronically in a secured network storage device, archiving system, or database. It also allows you to track fax history, provide verification of document delivery, and route incoming faxes to individuals’ fax or email inbox, giving you deep audit trails to help meet the requirements of Sarbanes-Oxley.
Trust Imecom Group
Imecom Group has been providing enterprise fax server and electronic document delivery solutions to tens of thousands of customers since 1989. We have solidified ourselves as a market leader by providing reliable and affordable solutions to our customers. We have helped organizations like Johnson & Johnson, Cerner Corporation, Sears, Alticor, and many others achieve compliance and maximize their dollars by delivering comprehensive products and services. We can do the same for you.
