Fax in healthcare: challenges of the transition – and how to solve them

For decades, the fax was the gold standard in healthcare. Today, this standard is obsolete. Those who opt for secure digital solutions protect sensitive data and improve efficiency.

While digitalisation progresses, the fax machine remains in constant use in many GP surgeries, clinics, and laboratories. However, time is running out for this analogue relic: in Austria, the transmission of personal health data via fax has been prohibited since 1 January 2025 by the Health Telematics Act. In Germany and Switzerland, too, data protection authorities are tightening their stance and increasingly classifying standard faxing as no longer GDPR-compliant.

This change is sensible and timely—yet it presents medical facilities with the challenge of overhauling their communication. Without a unified strategy, many organisations face uncertainty and risk legal consequences with improvised transitional solutions.

We have summarised the challenges brought about by the "end of the fax" in healthcare and what facilities should do now—including a checklist for the next steps.

The challenges of replacing the fax

Fax machines were used for decades to exchange findings, medical reports, and patient data quickly and easily. The problem: faxing is not GDPR-compliant and has therefore been outdated for a long time. Sensitive data often ends up uncontrolled on devices in publicly accessible corridors.

In regions where a fax ban already exists (e.g. Austria) or where the fax is being decommissioned for security reasons, the following hurdles often arise:

• Communication problems and delays: If facilities do not switch to compatible digital systems in time, information gaps occur. In emergencies, findings are sometimes sent by post or physically transported by courier. This delays patient care and is expensive.

• Technical barriers: New digital solutions must be compatible with the existing IT infrastructure of hospitals and medical practices. Where compatibility is lacking, digital data exchange becomes more difficult. As a result, some institutions feel forced to continue using fax machines despite the ban.

• Acceptance and training requirements: Many healthcare professionals, particularly older staff, are accustomed to using fax machines and find digital solutions more complex. This creates uncertainty and increases the need for staff training.

• Organisational and financial burdens: Transitioning to new communication methods requires not only technical adjustments but also financial investment. Many institutions face high costs for new software and staff training.

Additionally, a central problem runs through all areas: in the search for fax alternatives, organisations are increasingly purchasing individual solutions for digital data exchange that are not compatible with one another. This leads to a patchwork of technologies that makes it difficult to exchange data smoothly and implement an effective, unified solution.

What needs to be done now? A checklist for medical institutions

Given the legal risks, well-thought-out action is essential. The following steps help clinics, laboratories, insurance companies, and surgeries master the transition to a data-protection-compliant alternative for transmitting medical findings:

1. Analyse existing communication methods

The first step is for decision-makers to document current fax usage:

• What types of documents have been sent via fax?

• Who are the primary recipients (other medical practices, hospitals, laboratories, insurance companies)?

• What IT infrastructure is already in place and could be leveraged?

This assessment helps institutions understand their actual needs and develop a tailored transition strategy.

2. Choose a secure digital solution

Not all medical institutions, practices, or hospitals have the same requirements. Various digital solutions are available for secure data exchange in the healthcare sector, ranging from encrypted emails to specialised healthcare messaging services and integrated platforms.

A modern fax alternative should accommodate the different needs of stakeholders – from patients who need to transmit their medical data securely to practice teams that require a straightforward workflow and IT departments aiming for seamless integration.

Which alternative suits which type of institution?

• Small practices and laboratories: Encrypted emails allow for fast, GDPR-compliant communication without major IT adjustments. However, pure certificate-based types of email encryption, such as S/MIME, can be complicated and inaccessible for some users, as both sender and recipient need the appropriate certificates and infrastructure. It is simpler with platforms like FTAPI, which have the S/MIME standard seamlessly integrated (learn more about that here).

• Medium-sized and large healthcare institutions: Hospitals, laboratories, and larger healthcare providers benefit from integrated solutions with interfaces to hospital information systems (HIS) or practice management systems, simplifying their workflow. Digital platform solutions like FTAPI can be seamlessly integrated into existing workflows and provide additional benefits, such as process automation and secure workflows to reduce administrative effort.

Tip: For a practical and long-term solution, institutions should opt for platforms that go beyond basic email security, integrate flexibly into existing IT structures, and can scale with the evolving needs of the healthcare sector.

3. Pragmatic implementation instead of long transition phases

Medical facilities should act swiftly; the fax is technologically long obsolete. Digital solutions are usually ready for use at short notice. However, the transition should still be well-planned and adapted to the needs and IT literacy of the staff. This means:

• Staff should be trained in GDPR-compliant communication and new data protection requirements alongside the transition – for example, through training videos, FAQs, and internal guidelines.

• In larger organisations, it may be beneficial to start with specific document types or key departments before completely phasing out faxing.

• Even after implementation, regular reviews should ensure the chosen solution meets all requirements. Adjustments can then be made as needed.

A well-structured yet pragmatic transition within a few weeks is realistic with digital solutions. However, depending on the starting conditions, full integration and staff adoption may take longer.

FTAPI: A ready-to-use solution for the healthcare sector

FTAPI offers a flexible and pragmatic solution for secure data exchange – without long implementation times or complex IT projects. Doctors and medical professionals can immediately switch to encrypted, GDPR-compliant data transfer. No additional hardware, card readers, or certificates are required, meaning doctors and their teams do not have to deal with complicated IT processes.

The platform covers various scenarios:

• Direct sending from the mailbox: Hospitals and medical practices can securely transmit patient data with end-to-end encryption – directly from their familiar Outlook interface via an add-in or through a web browser.

• Secure submission of health data: External service providers and patients can easily and securely submit their data via FTAPI – even without specialised IT infrastructure. This is particularly useful for laboratories or care facilities needing to submit medical reports or applications. Submission can be done through a digital mailbox via email, the SubmitBox, or integrated forms on the healthcare provider’s website.

• Integration of existing fax machines: If organisations still rely on traditional fax machines, scanned documents can be automatically processed and securely forwarded – without manual steps or media disruptions.Th

The FTPAI platform is more than just a secure email encryption solution. It provides a fully integrated platform for secure data exchange, process automation, and compliance – reducing administrative burdens in the long term.

Conclusion: Embracing digitalisation as an opportunity

Ultimately, the end of the fax is not an inconvenience, but an opportunity to make communication and processes more secure and efficient. The fax machine is not being replaced without reason: it is considered insecure and inefficient. Those who take action now will meet the legal requirements of the GDPR while simultaneously positioning themselves as a modern, trustworthy player in the healthcare sector. Proven solutions like FTAPI enable a smooth transition—without waiting times, without risk, and with maximum future-proofing.