Best HIPAA-Compliant Fax for Therapists in 2026
Therapists regularly fax records to insurance companies, referring physicians, and other providers. Any fax containing client information — names, diagnoses, session notes — is Protected Health Information under HIPAA and requires a HIPAA-compliant fax service with a signed Business Associate Agreement.
Updated June 2026 · All BAA statuses verified
Disclosure: This page contains affiliate links. If you sign up through them we may earn a commission, at no extra cost to you — and it never changes our recommendations.
Standard fax machines and most online fax services are not HIPAA-compliant
A traditional fax machine sitting in an office is technically compliant only if physical access controls are in place and fax contents are immediately secured. Most online fax services do not offer a BAA — meaning using them for client records is a HIPAA violation.
iFax
Free trial · HIPAA plan with BAA
BAA: ✓ BAA included (HIPAA plan)
Best for: Therapists who want an easy, modern HIPAA-compliant fax they can start with a free trial — send and receive from web, email, or phone
- ✓BAA included on HIPAA plans
- ✓256-bit encryption with audit trails
- ✓Send & receive by web, email, or mobile app
- ✓Free trial to test before you pay
- ✓Simple setup — no hardware needed
- ✗HIPAA features require a paid plan (the free plan is not for client records)
- ✗Dedicated number on higher tiers
eFax for Healthcare
From $19.95/mo
BAA: ✓ BAA included
Best for: Therapists who regularly send and receive faxes with insurance companies and referring physicians
- ✓BAA signed with all healthcare accounts
- ✓HIPAA-compliant storage included
- ✓Send/receive by email or browser
- ✓Dedicated fax number
- ✓Unlimited pages on most plans
- ✗More expensive than basic fax services
- ✗Setup can take 1–2 business days
Sfax
From $29/mo
BAA: ✓ BAA included
Best for: Practices that need audit logs and compliance documentation
- ✓Built for healthcare compliance
- ✓Detailed audit trails per fax
- ✓256-bit AES encryption
- ✓BAA included on all plans
- ✓HIPAA attestation documentation
- ✗Higher starting price
- ✗More complex than needed for occasional use
Updox
Contact for pricing
BAA: ✓ BAA included
Best for: Practices that also need secure messaging and patient communication tools
- ✓Fax + secure patient messaging in one platform
- ✓BAA included
- ✓EHR integrations available
- ✓Good for multi-provider practices
- ✗Pricing not transparent
- ✗More than most solo therapists need
RingCentral Fax (standard)
From $17.99/mo
BAA: ⚠️ BAA requires Healthcare plan
Best for: Only if already using RingCentral for phone — requires Healthcare plan for HIPAA
- ✓Familiar interface if using RingCentral already
- ✓BAA available on Healthcare tier
- ✗BAA not included on standard plans
- ✗Healthcare plan significantly more expensive
- ✗Not purpose-built for healthcare
Fax Services to Avoid for Client Records
eFax (standard personal plan)
No BAA on personal/business plans — healthcare accounts only
MyFax
Does not offer a BAA — not HIPAA-compliant for PHI transmission
FaxZero
Free service with no BAA — never use for client records
Gmail Fax extensions
Standard Gmail is not HIPAA-compliant; no BAA available for standard accounts
Do Therapists Actually Need Fax?
Many solo therapists never fax anything — all client communication happens through their EHR's secure messaging portal. However, fax remains common for:
- •Sending records to insurance companies (prior authorizations, appeals)
- •Receiving referrals from physicians and psychiatrists
- •Sending records to other providers when a client transfers
- •Responding to legal requests or subpoenas
If you work with insurance and receive referrals from physicians, you almost certainly need a HIPAA-compliant fax service. If you are cash-pay only and do not send records to other providers, you may never need fax.
Trusted by 225,000+ Therapists
50% Off Your First 4 Months of SimplePractice
SimplePractice is the #1 HIPAA-compliant practice management platform for therapists. Includes a signed BAA, encrypted messaging, telehealth, and full insurance billing.
Limited-time summer offer · No credit card required for trial
Need HIPAA-compliant email only? See Hushmail for Healthcare →
FAQ — HIPAA-Compliant Fax for Therapists
Is a regular fax machine HIPAA-compliant?
A physical fax machine can be technically HIPAA-compliant if you have physical safeguards in place: the fax machine is in a secure location, incoming faxes are immediately picked up and secured, and you have policies for disposing of fax contents. However, online fax with a BAA is generally safer and creates better audit trails.
What makes an online fax service HIPAA-compliant?
A HIPAA-compliant online fax service must: (1) sign a Business Associate Agreement with you, (2) encrypt faxes in transit and at rest, (3) maintain audit logs of who sent and received what, and (4) have access controls on stored fax records. The BAA is the minimum requirement — without it, the service is not HIPAA-compliant regardless of their technical features.
Can I use my EHR's built-in fax instead?
Some EHRs, including SimplePractice, do not include outbound fax. Others, like TherapyNotes, include a fax feature covered under the EHR's BAA. Check your EHR settings — if fax is included, you do not need a separate fax service. If not, you will need a standalone HIPAA-compliant fax service.
How much does HIPAA-compliant fax cost?
HIPAA-compliant online fax typically costs $19–$35/month for healthcare accounts. Standard (non-healthcare) online fax plans cost much less but do not offer a BAA. The premium for HIPAA compliance is approximately $10–15/month compared to a standard fax plan.