Short Answer: Fax and phone systems for healthcare are cloud-based tools that allow providers to exchange protected health information (PHI) via fax and voice under HIPAA safeguards, including a signed Business Associate Agreement (BAA).
Fax still handles referrals, records requests, and other critical healthcare documents, so most practices need both a phone system and a HIPAA-compliant fax solution. Few tools do both well.
This guide compares the best fax and phone systems for healthcare, covering HIPAA-compliant fax and phone services and platforms that combine them.
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What to Look for in Fax and Phone Systems for Healthcare
When choosing either a fax or a phone system for healthcare, the core requirements to look for are as follows:
- A signed BAA that covers each service or communication tool your team will use (online fax, voice, text)
- Encryption in transit and at rest
- Audit logs and delivery confirmation
- Role-based access and admin controls
- EHR/EMR and other healthcare workflow integration
- Porting for existing phone and fax numbers
- Reliable support across users and locations
Quick Disclaimer: No fax or phone system for healthcare guarantees HIPAA compliance on its own. Compliance also depends on your policies, configuration, and BAA. See HHS’s HIPAA Security Rule.
Best Fax and Phone Systems for Healthcare
Provider | Best for | Fax | Phone | BAA |
|---|---|---|---|---|
iFax | HIPAA-compliant fax | Yes | No | Signed BAA for healthcare clients |
Spruce | All-in-one communication | Yes | Yes | Included on trials and paid plans |
RingRx | Healthcare-specific VoIP | Yes | Yes | Signed at start of service |
net2phone | Multi-location | Encrypted virtual fax | Yes | Available |
Quo | Small-practice simplicity | No | Yes | Business and Scale plans |
iPlum | Mobile-first clinicians | Yes (separate plans) | Yes | Available upon request |
Fax.xyz | Teams that only need fax | Yes | No | Available upon request |
*Details come from vendor documentation reviewed in October 2026. Please confirm plan terms before proceeding.
1. iFax: Best for HIPAA-compliant fax
As a trusted service provider of HIPAA-compliant online fax, iFax replaces traditional fax machines with encrypted sending and receiving from a computer, phone, web, and even email.
It suits small and large teams whose referral, records, and prior-authorization work still run on fax.
- 256-bit encryption, role-based controls, and audit logs for PHI
- EHR/EMR integration through RESTful Fax API, native integrations, and Zapier
- AI, fax automation, OCR, and enterprise-grade access management
- Signed BAA available for healthcare clients
What to Consider:
iFax is fax-only, but if you want to unify fax, secure communication, intelligent data processing, and e-signature, Amplify (built on iFax) is currently available for early access.
2. Spruce: Ideal for all-in-one healthcare communication
Spruce combines phone, text, fax, secure messaging, and video visits into a single app, giving front-desk and clinical teams a shared inbox.
- BAA included for eligible organizations on trials and paid plans
- Customizable shared inbox, auto-replies
- Voicemail transcription and video telemedicine
- Can support any number of phone and fax lines
What to Consider:
Fax is one feature among many. Check the plan that best fits your volume and integration needs.
3. RingRx: Great for healthcare-specific VoIP
RingRx is a phone, fax, text, and video system built for healthcare. Practices can conveniently send faxes from the web or keep using an existing fax machine.
- Signed BAA at the start of service
- Web-based faxing feature
- HIPAA-Compliant VoIP system for healthcare
- API for custom healthcare applications
What to Consider:
RingRx pricing is per user, so compare tiers against your headcount.
4. net2phone: Suitable for multi-location communication
net2phone is a cloud communications provider with a healthcare offering for multi-site practices, including encrypted virtual fax, 24/7 support, and an AI agent for routine front-desk tasks. Its HIPAA-compatible system is ideal for healthcare organizations seeking to communicate via voice, video, messaging, and virtual fax.
- BAA available
- Auto-attendants for call routing
- Live dashboards with queue length
What to Consider:
net2phone calls its services HIPAA-compatible, so confirm which specific features your BAA covers.
5. Quo: A good fit for small-practice simplicity
Quo (formerly OpenPhone) is a shared business phone and inbox with routing rules, on-call schedules, and EHR connections through native integrations and Zapier. It currently does not support fax.
- Shared inbox and automatic call summaries
- Custom greetings and smart routing
- Encrypted calls and voicemail under a signed BAA (available on its Business and Scale plans)
What to Consider:
Quo does not directly support online faxing.
6. iPlum: A strong choice for mobile-first clinicians
iPlum adds a separate business number to a clinician’s smartphone for calls, texts, and voicemail. It is a mobile-first HIPAA-compliant phone service for solo and distributed practices, with secure fax lines available.
- HIPAA use requires the Professional or Enterprise plan
- Web calling, voicemail transcription
- Secure encrypted texting
- Integrations with Google Contacts and Outlook
What to Consider:
Request and sign the BAA before handling PHI, and note that iPlum’s fax capability is sold as separate Standard and Professional plans.
7. Fax.xyz: Best for small teams that only need fax
Fax.xyz is an online fax service with web, iOS, Android, Windows, and Mac apps. It’s also suitable for healthcare fax use cases such as referrals and prior authorizations.
- Encryption in transit and at rest
- Instant delivery notifications and detailed activity tracking
- BAA available upon request
What to Consider:
Unlike other fax and phone systems for healthcare, Fax.xyz does not offer phone service or VoIP capabilities.
How to Choose the Right Fax and Phone Systems for Healthcare
- For fax-heavy workflows (referrals, prior authorization, records): start with a dedicated platform such as iFax or Fax.xyz.
- For solo or mobile clinicians, such as home health nurses, consider iPlum or Quo with a signed BAA.
- For multi-location practices, compare net2phone and RingRx to determine which service offers the phone system that best fits your communication requirements.
- For one tool for everything, evaluate Spruce or RingRx, and test their phone, text, and fax capabilities.
Key Takeaway
Many organizations pair a HIPAA-compliant phone service with a dedicated HIPAA-compliant fax service, because each category has different strengths. Ask every vendor three questions:
- Does the BAA cover every service we will use?
- Are audit logs available?
- How are existing phone and fax numbers ported?
Modernize Healthcare Faxing with iFax
If fax is the part of your communication stack that still depends on hardware, paper, or manual routing, iFax brings it into the cloud with secure, digital workflows.
Its healthcare fax solution secures and automates fax sending and receiving, reducing manual work and integrating fax into your existing workflows. All while helping ensure your organization or business meets HIPAA requirements.
Explore iFax for Healthcare. Start Free or Contact Sales.
