HIPAA fax for ABA therapy providers

An applied behavior analysis (ABA) therapy provider that sends and receives 500 pages a month for 5 people pays $9.99 a month on Fax Pigeon's Standard plan, billed annually, with a BAA signed at signup. At the same volume and team size, SRFax charges $13.65 a month, eFax $33.33 and iFax $93.29, all billed annually.

What do ABA therapy providers fax, and to whom?

ABA therapy providers fax prior authorization requests and treatment plans to payers, and receive referrals and diagnostic reports from physicians and psychologists.

A treatment plan sets out the goals and services planned for a client, and a prior authorization request asks the payer to approve those services in advance. A diagnostic report from a physician or psychologist records the diagnosis behind the referral. Payers, referring clinicians and schools are three different counterparties.

Records also go to schools, but only under a parent's authorization. Every one of these documents describes a client's care or diagnosis, so the provider's copy is protected health information under HIPAA.

Once a school holds a copy, the federal student records law, FERPA, usually governs that copy rather than HIPAA. For the talk therapy side of a practice, see HIPAA fax for therapists.

Which HIPAA points apply to ABA fax?

Three points shape ABA fax: the BAA with the fax service, the minimum necessary standard for payer paperwork, and a parent's written authorization before any record reaches a school.

An ABA provider that bills insurers electronically is a covered entity, so any fax service that handles its client faxes is a business associate. The BAA must be signed before the first client record goes through.

The rivals handle the BAA differently: SRFax supplies it on request and publishes no price, eFax prints it on the Business plan card, and iFax makes it free for Plus and Pro subscribers. Fax Pigeon includes a signed BAA with every plan at signup.

The minimum necessary standard covers payer paperwork such as prior authorization requests and treatment plans. Send the sections the payer needs for the authorization decision, and keep the rest of the client file at the office. How to send a prior authorization request by fax lays out the steps.

Records sent to a school go out under a parent's written authorization, which describes the records and names the school. Send only the records that authorization covers. For the consent step itself, see patient consent to fax medical records.

Confirm each recipient's fax number before every send. A fax sent to the wrong school or payer counts as an impermissible disclosure, and the provider has to assess it for breach reporting.

Each fax that is delivered comes with delivery proof, which shows when a treatment plan reached a payer or school.

How much does HIPAA fax cost for an ABA therapy provider?

An ABA therapy provider pays $9.99 a month on Fax Pigeon's Standard plan for 500 pages, or $16.99 a month on Plus for 1,000 pages, billed annually, and either plan includes unlimited people. Month to month, the same plans cost $11.99 and $17.99 a month. Standard totals $119.88 a year and Plus totals $203.88 a year on annual billing.

The table shows the cheapest plan with a BAA for 5 people, as a price a month, at 500 and 1,000 pages sent and received.

At 500 pages for 5 people, the annual-billing premiums over Fax Pigeon are $3.66 a month at SRFax, $23.34 at eFax and $83.30 at iFax, which comes to $43.92, $280.08 and $999.60 a year.

A bigger team costs more at two rivals. eFax Business includes 5 users, and every user past those costs $10 a month, with a $100 yearly rate on annual billing. iFax prices a team on Pro, with a team license for each added user. SRFax stays level because its Healthcare plans include multiple user accounts.

Pages past the plan cost extra: 5 cents on Fax Pigeon Standard, 4 cents on Plus and 7 cents on eFax Business. iFax lists no extra-page rate; under its Terms of Use, credits are added automatically at 95% of the plan limit and billed to the payment method, so iFax is priced here on the plan that holds the pages.

The table shows the cheapest plan with a BAA for 10 people, as a price a month, at 500 and 1,000 pages sent and received.

At 10 people and 500 pages the premiums grow to $65.01 a month at eFax and $150.78 at iFax, or $780.12 and $1,809.36 a year, while SRFax holds at $3.66 a month.

Can an ABA therapy provider share one fax number across the team?

Yes, one Fax Pigeon number can serve an ABA therapy team of any size, since every plan includes your own number, a shared inbox and unlimited people. The Standard and Plus rows are the same in both tables, so 10 staff cost what 5 do.

Roles and assignment in the shared inbox let a referral or a diagnostic report be handed to the staff member who owns that client.

Who should switch to Fax Pigeon?

An ABA practice paying SRFax, eFax or iFax for 500 or 1,000 pages a month should switch, since Fax Pigeon's Standard and Plus prices are the lowest in both tables, at 5 people and at 10.

A practice on eFax Personal, which carries no BAA, or on iFax Basic, which carries no HIPAA terms, needs a different plan before it sends any client records.

* Prices last verified October 12, 2026, at each provider's own site. iFax's Terms of Use were last verified October 19, 2026. Fax Pigeon is not affiliated with SRFax, eFax or iFax.