This document discusses integrating fax capabilities with electronic medical record (EMR) systems. It begins by noting that fax remains a primary means of communication for many physicians. It then explores why fax continues to be relevant in healthcare due to its ability to transmit complex information, ubiquity, security, and addressability. The document outlines benefits of integrating fax with EMRs such as improved productivity, cost savings, and security. It provides an overview of various integration methods and fax software solutions from OpenText that can integrate with health information systems. In closing, it highlights a success story of a large hospital system that integrated OpenText's RightFax solution with its EMR to meet compliance requirements.

1. Integrating Fax with Your EMR System

2. Agenda
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Fax in Healthcare – Still going strong
Alternatives to paper-based faxing
Integrating Fax and EMRs
OpenText Fax Solutions
Q&A + Next Steps
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3. Fax in Healthcare – Still going strong
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. Why 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. Why Is Fax Still Relevant In Healthcare?
 The transmission itself is reasonably secure. HIPAA does
not impose encryption requirements on information sent
over a switchable network
 There are no complications associated with verifying the
trust relationship between the sender and receiver. That
happens off-line
 There is no time-consuming and difficult to understand
overhead to maintain security keys
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6. Why Is Fax Still Relevant In Healthcare?
 Every fax machine in the world is directly addressable
with a simple number
 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
“Fax is the standard to beat.”
Wes Rishel, vice president and distinguished analyst in Gartner's
healthcare provider research practice
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7. Survey of 96 Health IT Professionals – Conducted November 2013
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8. Survey of 96 Health IT Professionals – Conducted November 2013
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9. Survey of 96 Health IT Professionals – Conducted November 2013
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10. OpenText ©2013 All Rights Reserved.
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11. An alternative to fax machines
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12. Fax machines vs. fax software and services
Fax Machines
Fax Software and Services
 Must purchase fax machines or
add costly fax kits to MFP
devices
 Hard Dollar ROI: Eliminates MFP
fax kits, legacy fax machines,
dedicated phone lines
 Need to run phone lines to all
fax devices
 Consolidate phone lines at the
Fax Server
 Limited ability to include fax in
VoIP network
 Easily fax in a VoIP environment
 No consolidated audit trail or
fax history
 Compliance & Security:
Centralized fax tracking &
reporting
 High IT management and
support costs
 Reduces IT management costs
and overhead
 No integration to software
applications
 Integrate into software
applications
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13. Benefits of integrating fax and EMRs
 Improved Productivity
 Inbound routing to correct recipient (no manual delivery)
 Fax from application without printing
 Cost Reduction and Recovery
 Reduce paper use
 Eliminate stand-alone fax machines and support costs
 Assign costs to departments
 Fax Security and Compliance
 Centralized reporting and auditing
 Route faxes directly to recipient’s email box – no need to
physically secure fax machines
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14. Range of integration methods
 Print-to-fax drivers – fax via print option in applications
 Generate XML fax instructions with electronic files for
faxing – automatically picked up by fax software
 Integration tools – developed by fax software and
services providers
 APIs
 COM
 Web Services
 Programming Language Specific (C++, Java, etc.)
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15. Where do fax software and services
fit in healthcare?
The Role of Fax Servers in Improving
Productivity Today in the Uncertain
Shadow of the Electronic Hospital,
IDC Health Insights, November 2010
Fax servers offer significant potential to deliver
value today and support the transition to the
fully electronic hospital:
 Improved compliance
 Reduced paper generation
 More efficient sharing of information between
departments
 Automated request and bill management
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16. RightFax
 On-premises software using either your telephone equipment or
cloud-based transmission
 Send and receive faxes as electronic messages directly from email
clients or desktop application
 Your IT staff controls security and distribution of faxes
 Multiple routing options exist
 Optional encryption module stores all faxes on server in encrypted
format
 Extensive integration options with HIS and EMR systems
 Highly scalable with extensive Disaster Recovery/High Availability
options
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17. RightFax integration with health information
systems
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18. EasyLink
 Cloud-based enterprise fax service
 Requires no fax machines, no servers, no telephone equipment, light IT
management
 Send and receive faxes as electronic messages directly from email clients
 Instant scalability with no busy signals
 Routes information securely – with auditability
 Web services API supports integration
 Features supporting HIPAA compliance
 HIPAA Viewer Option: restricts OpenText from viewing any PHI
 Encryption at rest and In-transit: symmetric 128-bit AES encryption with encryption
keys rotated every 30 days
 Immediate Document Deletion: documents are removed as soon as a fax job is
completed
 Encrypted Archiving: documents are archived with encryption enabled
 No Archive Option: customer has the ability to choose not to archive fax documents
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19. Success Story Highlight
 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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20. Success Story Highlight
 They 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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21. Why OpenText?
Fax Solutions for Healthcare
• Over 25 years of experience in
Enterprise Fax Solutions
• #1 Enterprise Fax Server vendor*
• #1 Enterprise Cloud Fax service**
• Over 10,000 systems in use with
Hospitals & Clinics worldwide
• Global leader in Enterprise
Information Management (EIM)
Computer-Based Fax Markets, 2012-2017 (Davidson Consulting)*
Fax Service Markets: 2012-2017 (Davidson Consulting)**
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22. Learn More…
Phone:1-800-304-2727
Email: ix@opentext.com
Website: faxsolutions.opentext.com
Community: http://www.opentext.com/community/ix
Twitter Handle: @OpenTextIX
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