An estimated 89% of healthcare organizations are still reliant on fax machines. However, these days, the use of the cloud has transformed the way that businesses send and receive fax messages.
If you’re not using a cloud-based fax service, you’re missing out. Not only can you cut costs and improve workflow, but it’s also incredibly secure.
Keep reading to learn more about sending and receiving faxes via the cloud and how to get started today.
What Is Cloud Faxing?
A traditional fax machine scans documents and images and transmits that information to another fax machine so the receiver gets a copy of the original document.
At the time, this was an innovative technology that meant people didn’t have to send documents via traditional mail. Instead, a recipient would get a copy of the necessary information in a matter of seconds.
However, a business needs several things to receive and send a fax. They need a fax machine (and space for it), plenty of ink and paper, and a landline telephone network and dedicated phone line.
As you’ve probably guessed, a cloud fax service is entirely cloud-based. But how does it work, exactly?
When you sign up for a cloud faxing service, you’ll receive and send faxes via the internet using a provider’s platform. Unlike traditional faxing services, documents are transferred over the internet instead of a telephone line.
The biggest difference between a cloud fax service and a traditional fax service is that you don’t need a fax machine to send or receive messages. You can send documents from any device.
Sending faxes through the cloud falls under the Software as a Service (SaaS) category. When you sign up with a provider, they may refer to this service as cloud faxing, fax to cloud, cloud fax, etc.
It’s likely that the provider also has different tiers of service, depending on how often you may need to use it or the volume of documents you’ll send.
What Are the Benefits of a Cloud-Based Fax Service?
There are many benefits to making the switch to a cloud fax service rather than using a telephone line and a traditional fax machine. Here are some of the biggest advantages for businesses.
No Bulky Equipment
As long as you have a device connected to the internet, you can send and receive faxes. That includes desktops, laptops, and even mobile phones. You don’t need a bulky fax machine and a dedicated phone line anymore.
You can start using cloud fax services simply by getting an app or software.
An added benefit of not having to worry about bulky machines and other equipment is that you’ll free up space.
Access Faxes Anywhere and Anytime
Away from the office but still need to access those faxes? That’s no problem if you use cloud-based services. You can pull up those documents anytime you need them, no matter the time or place.
Another advantage is that a cloud fax server automatically syncs data, so files are sent and received in record time.
Reduced Costs
Learning to use and troubleshoot a fax machine takes time and isn’t always easy. If it breaks down, you need to call for repairs and send your fax information.
There’s no need to purchase a fax machine if you choose a cloud-based service. And if you already have a fax machine, you can keep your fax number, but you won’t have to worry about the costs of keeping the equipment running any longer.
Plus, you won’t have to worry about the machine breaking down on you and causing delays, bottlenecks, and repair costs. You’ll save time and money that you can put towards other tasks.
Easy to Use
Cloud-based software solutions are designed to be user-friendly. It won’t take you long to learn how to use the software or app, and it will make training your employees easier as well.
Speaking of easy to use, FaxTest makes it simple to monitor your system and ensure it’s running well. Take a look at our monthly and annual plans that can scale with your business.
Seamless Integration
Whether you work in the healthcare field or another industry, integration is crucial to the success of your business. You want your fax system to work with all applications, integrating into ERP and streamlining processes.
Plus, if you have any issues with your service, you can connect with your provider and access their customer service instead of attempting to troubleshoot a faulty machine.
Higher Capacity and Performance
Many companies are facing higher fax volumes as the number of patients, customers, or clients increases. A traditional fax machine can send a copy of a document in around 30-60 seconds. However, when you send documents through a cloud fax server, recipients can get them instantly.
It may not seem like much, but those seconds add up, especially when you don’t have to worry about refilling ink and paper or troubleshooting mechanical issues.
Sending and receiving faxes much faster boosts your productivity and keeps operations on track.
Another benefit is that you can scale your service as your business grows. If you need to send and receive more documents, you can upgrade to another plan.
HIPAA Compliant
Fax machines and pages are aging technology, and there are better solutions. Upgrading to newer, more advanced services streamlines communication and productivity.
Another problem with fax machines is that they’re not as safe as many people believe them to be. A hacker that can tap a phone line can intercept the data being transferred and any fax information.
One of the best benefits of cloud-based fax services is that it’s HIPAA compliant. Cloud faxing has data encryption and secure data transfers. Even if a document is intercepted, only an authorized user can read it due to the advanced encryption.
The ability to organize, manage, find, and track faxes also makes it simple to sort records and control who can send, receive, and view files.
Make the Switch to a Cloud Fax Service
Sending faxes is still a crucial part of business in many industries, especially in healthcare. However, you don’t have to rely on the traditional method of using a fax machine and having a dedicated phone line. A cloud-based fax service is a quick and secure way to start receiving and sending faxes.
When you’re ready to make the switch, make sure everything is working as it should. Here at FaxTest, we test fax numbers and ensure you have everything functioning properly. Send us a message if you have any questions about our plans or how to get started and begin protecting your business and your patients.