Send a Fax to Any Hospital
Upload your PDF, enter the hospital's fax number, and send. Timestamped delivery receipt emailed when confirmed. TLS-encrypted. Files deleted within 24 hours.
Common hospital fax workflows
Fax remains the standard in clinical environments for PHI transmission that EMR portals don't yet fully support.
Referrals & transfer orders
Send patient referrals, transfer orders, and admission paperwork to hospital intake departments. Timestamped receipt confirms delivery to the correct department.
Lab results & radiology reports
Transmit lab results, pathology reports, and imaging reads to hospital departments. Fax is the format hospital EMR systems and radiologists still accept as authoritative.
Discharge summaries & care coordination
Discharge planning teams fax summaries to primary care physicians, home health agencies, and SNFs to coordinate post-acute care and reduce 30-day readmissions.
Medication reconciliation
Pharmacy and nursing teams fax medication lists during patient transitions between facilities. Accurate reconciliation requires a documented, timestamped transmission.
Medical records requests
Request patient records from hospital HIM departments or respond to records requests. HIPAA requires documenting the date and recipient of every PHI disclosure.
Prior authorization & insurance
Fax prior authorization requests, clinical documentation, and appeals to payers. Hospital billing teams rely on fax for payer communication that portals don't yet support.
How to fax a hospital in 4 steps
Find the hospital's fax number
Call the hospital's main line and ask for the fax number of the specific department (HIM, admissions, radiology, pharmacy). Verify it — misdirected faxes are a leading source of HIPAA breaches.
Add a HIPAA cover sheet
Include sender name, organization, recipient department, and a confidentiality notice. FaxSeal's custom cover page builder lets you add this before sending.
Upload and send
From $0.60 with credits · $1.29 pay-as-you-go. No account required. TLS-encrypted transmission.
Retain the delivery receipt
A timestamped receipt is emailed when the hospital confirms receipt. Store it in your PHI disclosure log — HIPAA requires 6-year retention of disclosure documentation.
For hospitals & health systems
Enterprise membership — a higher security arrangement
Individual faxes get a certified receipt. Enterprise member hospitals get a fundamentally different security posture — cryptographic proof on every fax, automatically, with a signed BAA and a shared workspace for your whole team.
Standard · any user
- ✓ TLS-encrypted transmission
- ✓ Certified receipt PDF on every fax
- ✓ SHA-256 document hash for tamper detection
- ✓ Files deleted within 24 hours
- ✓ BAA available on request
Enterprise plan · hospitals & health systems
- ✓ Everything in Standard
- ✓ BAA included — signed automatically on activation
- ✓ Fax Attestation on every fax — EC-signed, Rekor-logged
- ✓ Offline-verifiable delivery proof for audits & litigation
- ✓ Shared team workspace — whole department on one account
- ✓ Enterprise SSO — Okta, Azure AD, Google Workspace
- ✓ Pooled credit balance across all staff
What Fax Attestation means for your compliance team
When an OCR investigator, opposing counsel, or accreditation auditor asks for proof that a specific patient record was faxed to a specific facility on a specific date — a vendor-generated PDF is a claim. A Rekor entry is evidence. It was logged to an independent, append-only transparency log run by the Linux Foundation before any dispute arose. FaxSeal cannot alter or delete it. Verification requires only openssl — no FaxSeal account, no vendor relationship, no trust assumption beyond the math.
Frequently asked questions
Can I fax medical records to a hospital?
Yes. Hospitals accept fax as a standard method of receiving medical records, referrals, lab results, and clinical documentation. Fax is explicitly recognized under HIPAA as an acceptable transmission method for PHI when reasonable safeguards are in place — including recipient verification before sending and use of a confidentiality cover sheet.
How do I find a hospital's fax number?
Call the hospital's main switchboard and ask for the fax number of the specific department you need — HIM (medical records), admissions, radiology, pharmacy, or the relevant clinical department. Many hospitals publish department fax numbers on their website under "For Healthcare Providers" or "Referring Physicians."
Do I need a BAA to fax PHI to a hospital?
If you are a covered entity or business associate using FaxSeal to transmit PHI, you should have a Business Associate Agreement with FaxSeal in place. Contact us at faxseal.com/contact to request one. The hospital receiving the fax is a covered entity with its own HIPAA obligations — you do not need a BAA with the hospital for the transmission itself.
How long does it take for a hospital to receive a fax?
Most faxes are delivered within 1–3 minutes of sending. FaxSeal sends a delivery receipt email when the carrier confirms the hospital's fax line accepted the transmission. If delivery fails (busy signal, no answer), FaxSeal retries automatically and notifies you of the outcome.
Is faxing to a hospital secure?
FaxSeal transmits faxes over TLS-encrypted connections to our carrier. Documents are deleted within 24 hours of transmission. For enterprise organizations requiring a higher standard of proof, FaxSeal's Fax Attestation feature provides a cryptographic audit trail logged to an independent transparency log — verifiable without FaxSeal's involvement.
Can I fax a hospital without a fax machine?
Yes. FaxSeal works entirely from your browser — upload a PDF, enter the hospital's fax number, pay, and the fax is sent. No fax machine, no dedicated phone line, no software installation required.
Related guides
HIPAA Faxing
Full safeguards guide for transmitting PHI.
Prescription Faxing
DEA requirements and pharmacy workflows.
Medical Records
Requesting and releasing patient records.
VA Claims
Veterans benefits and VA hospital faxing.
Healthcare Faxing
Broader guide for healthcare organizations.
Fax Attestation
Cryptographic delivery proof for enterprises.
Ready to fax a hospital?
No account, no subscription. Upload your document, enter the fax number, done. Delivery receipt included.