Security & Compliance
Online Fax
Why a BAA Matters When Choosing a HIPAA Compliant Fax Service
Updated Jun 27th, 2025 - 6 min read
One-Time Fax
Table of Contents
Does Your Fax Provider Offer a BAA? What is a BAA? Who Needs a BAA? Why Every Healthcare Organization Needs a Fax Service with a BAA Stop Paying Extra for Compliance Key Security Features Simplify Your Messaging Key Fax Features Key SMS Features HIPAA Compliance Made Accessible for All
Does Your Fax Provider Offer a BAA? Why You Need One
As healthcare communications shift online, protecting sensitive patient data is more important than ever. The Health Insurance Portability and Accountability Act (HIPAA) sets U.S. standards for securing protected health information (PHI) across all formats, including digital.
If your organization handles PHI, having a Business Associate Agreement (BAA) in place is essential for HIPAA compliance, especially when using third-party services like Notifyre. Notifyre provides HIPAA compliant fax with a BAA, giving you peace of mind that both the technology and legal protections are working together to keep patient data secure.
But not all fax providers offer one without costly upgrades or enterprise plans. In this article, we explore why having a BAA is essential, how to check if your current provider includes one, and what to consider if it’s time to make the switch to a truly compliant solution.
What is a Business Associate Agreement (BAA)?
A Business Associate Agreement (BAA) is a legally binding contract between a HIPAA-covered entity (like a healthcare provider) and a Business Associate - a third party that handles PHI on the entity’s behalf, such as Notifyre.
The agreement outlines the Business Associate’s responsibilities to safeguard PHI, report breaches, and comply with HIPAA regulations. Put simply, this contract explains how PHI is protected and who is responsible for it. Without a signed BAA in place, any exchange of PHI with a third party may be considered non-compliant.
Who Needs a BAA?
A BAA is required when PHI is shared with any third-party service provider that helps manage data, communications, or records. This includes:
Online fax service providers
SMS/text messaging platforms
Cloud storage vendors
EHR/EMR software providers
Billing and transcription services
For example, Notifyre is considered a Business Associate when healthcare organizations use its fax and SMS platforms to transmit PHI. To support compliance, Notifyre offers signed BAA for its online fax service and text messaging service.
Why Every Healthcare Organization Needs a Fax Service with a BAA
1. Legal and Financial Risk Mitigation
Without a signed BAA, organizations risk serious HIPAA violations, which can lead to large fines, reputational harm, and even legal consequences.
2. Defined Responsibilities
A BAA clearly defines the obligations of the Business Associate, such as:
Applying appropriate administrative, physical, and technical safeguards
Reporting breaches involving PHI
Ensuring any subcontractors also comply with HIPAA regulations
3. Establishing Accountability
A BAA helps both parties understand their roles in managing and protecting PHI from start to finish, supporting secure practices like online faxing with BAA.
Stop Paying Extra for Compliance: Fax with BAA at No Additional Cost
Unlike other providers that limit HIPAA compliance to premium or enterprise-level plans, Notifyre includes HIPAA compliance at no extra cost.
Whether you're a solo healthcare provider or part of a large organization, you get access to the same level of security and compliance from day one. There’s no need to upgrade to an expensive plan just to meet your legal obligations.
Notifyre’s platform includes key security features such as:
ISO 27001 certification for information security
Real-time monitoring fax and message activity
Two-factor authentication (2FA) for added user protection
Access controls and permissions for sub-users
Data is AES 256-bit encrypted at rest and in transit.
Notifyre is one of the few online SMS service and online fax services that sign BAA for HIPAA compliance, giving organizations peace of mind when sending or receiving sensitive health information through its HIPAA compliant online fax signed BAA solution. Explore Notifyre’s platform security.
Simplify Your Messaging: Notifyre Combines Fax and SMS in One Solution
Notifyre is more than just a fax service. It’s a comprehensive communication platform designed to meet the needs of healthcare providers and regulated businesses. With Notifyre, you can send secure, HIPAA compliant faxes and SMS messages, all from one easy-to-use platform, from your email or through integration with the messaging API.
Key Fax Features
Email to Fax: Send and receive faxes directly from your email inbox, streamlining communication and reducing the need for physical hardware.
Fax Broadcast: Send a single fax to multiple recipients at once
Fax Number Porting: Bring your existing fax number to Notifyre for a redirect during the transition.
High-Resolution Faxing: Optional high-quality 200 x 200 DPI fax transmissions for better clarity.
Key SMS Features
Email to SMS: Send SMS messages directly from your existing email account, using platforms like Gmail™, Outlook™, and more. Perfect for quick communication via desktop or mobile.
SMS Broadcast: Send one-on-one or bulk SMS messages with scheduling options, templates, and delivery tracking.
10DLC SMS Numbers: Use a dedicated 10-digit long code (10DLC) to build two-way communication and brand recognition. Run compliant campaigns with a trusted sender ID.
2-Way SMS: Receive replies to your outbound messages and respond directly from your Notifyre dashboard. Keep patient and client conversations active and traceable.
SMS Personalization: Add dynamic fields like first name, last name, or email address to personalize messages at scale and boost engagement.
These features are designed to make your day-to-day operations smoother, more secure, and more reliable, especially when dealing with sensitive or time-critical information.
HIPAA Compliance Made Accessible for All
Choosing a secure, HIPAA compliant provider like Notifyre is critical for protecting sensitive patient data and maintaining full regulatory compliance. When handling PHI, working with a provider that offers a Business Associate Agreement is not just a best practice, it is a legal requirement under HIPAA.
Notifyre supports healthcare providers and regulated businesses with HIPAA compliant fax with BAA and SMS solutions that are both secure and reliable. By offering HIPAA compliant online fax with a signed BAA, robust security features, and a dedicated support team, Notifyre helps reduce risk, protect patient data, and streamline compliance.
If your organization needs secure online faxing with BAA, Notifyre is here to help. Contact us today to request a BAA, speak with a member of our team, or book a free demo to learn how Notifyre can support your HIPAA compliance journey.
Secure Your Communications with Notifyre
Discover how Notifyre helps you stay compliant with secure, easy-to-use fax and SMS solutions.
Fax with Confidence
Notifyre’s HIPAA compliant fax service is built for healthcare with access controls, audit trails and encryption.
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