Leading healthcare provider relies on Retarus Cloud Fax

The healthcare provider has decades of experience in running a broad network of hospitals and clinics in rural Southern US. A large amount of highly sensitive data is processed every day at these medical centers, including prescriptions, lab results and insurance claims. As this information is subject to strict regulations for the protection of personal data, communication crucially needs to be HIPAA-compliant and extremely secure while also maintaining a high level of efficiency.

The company had previously been running a local fax server infrastructure, which had become outdated over the years – leading to increasing instability. As a result, the company faced a growing number of operative issues, including frequent outages and disrupted or faulty transmission, as well as costly investment in maintenance, hardware and licenses. As the existing licensing agreements were set to expire, the company was presented with the ideal opportunity to implement an alternative solution which, while reliable and economical, could also be integrated into the organization’s centralized electronic patient data system (EHR).

Not only did the substantial efforts and costs related to running an on-prem system prove problematic for the company, but it was also essential for any future solution to eliminate the costs resulting from slow, error-ridden or aborted fax transmission. The medical center operator defined three key requirements in their bid to ensure future-ready communication processes:

• Undisrupted, reliable, data protection compliant operations.
• Seamless integration into their existing Epic EHR system, to avoid media disruption and optimize operating procedures.
• Smooth, low-risk migration avoiding disruption to the group’s operations.

The transition from an outdated fax server infrastructure which had evolved over many years to the cutting-edge Retarus Cloud Fax system was achieved without any problems or disruption to ongoing operations. To ensure smooth integration into the Epic EHR, Retarus conducted comprehensive testing within a sandbox environment. This made it possible to validate realistic workflows without any risk – from the transmission of prescriptions right through to insurance claims. At the same time, the secure transmission of status notifications was checked directly in Epic. Already during the pilot project, the onboarding of additional clinics was also taken into consideration, so as to ensure a rapid roll-out to other sites.

Introducing Retarus Cloud Fax enabled the healthcare provider to fundamentally modernize and future-proof its communication processes. Here is a brief overview of the most important benefits

• Boosting efficiency: Fax documents are now transmitted twice as fast compared with the old fax infrastructure.
• Reducing costs: Eliminating hardware, maintenance and licensing costs has reduced operating expenses by 30%.
• Maximum availability: Switching over to Retarus Cloud Fax was achieved without any outages or loss of data – it was ensured that operations and communication remained undisrupted throughout.
• Compliance benefits: End-to-end encryption and HIPAA compliant processes ensure that communication is always in line with the applicable regulations and enable the company to adapt quickly to meet new requirements.
• Error reduction: Transmission errors and failure are now a thing of the past.
• Future-proof: New company locations can be added flexibly at any time.

Key Facts

• Secure, reliable communication
• Substantial cost savings
• Seamless EHR integration
• Highest levels of compliance
• Flexible, scalable, future-proof

The change to Retarus Cloud Fax demonstrates how organizations in the healthcare sector can modernize their communication infrastructure without jeopardizing their ongoing operations. The hospital group was able to reduce its IT costs and efforts substantially, while also speeding up its processes and maintaining top security standards. As a result, the organization is now perfectly primed for further growth and meeting future regulatory requirements.