HIPAA fax for DME suppliers

A durable medical equipment (DME) supplier faxing 1,000 pages a month with 5 people pays $16.99 a month for HIPAA fax with a signed BAA on Fax Pigeon's Plus plan, billed annually. SRFax charges $29.50 for the same volume and team, eFax $54.16 and iFax $93.29, all billed annually.

What do DME suppliers fax, and who receives it?

DME suppliers receive written orders and prescriptions from prescribers, and send certificates of medical necessity, prior authorization requests and delivery records to payers, all by fax.

• Written orders and prescriptions, from prescribers
• Certificates of medical necessity, to payers
• Prior authorization requests, to payers
• Delivery records, to payers

The prescriber's order starts the paperwork, and the supplier's own faxes follow it to the payer. A certificate of medical necessity states why the patient needs the equipment, a prior authorization request asks the payer to approve it, and a delivery record shows it reached the patient.

Each of the four names a patient, so each fax is protected health information under HIPAA. How to send a prior authorization request by fax covers that request step by step.

A delivery record photographed on a phone uploads as it is, and a cover sheet is optional.

Which HIPAA rules apply to DME fax?

Two HIPAA rules shape DME fax most directly: a DME supplier needs a signed BAA with any fax service that handles its patient information, and the minimum necessary standard limits what a supplier sends a payer to what the request needs.

Because a DME supplier bills payers electronically, HIPAA treats it as a covered entity, and any fax service that keeps its orders and payer paperwork acts as a business associate. The BAA is the contract that binds that service, so it has to be signed before the first order arrives.

The tables price only plans that come with a BAA. SRFax issues its BAA through a request link under the Healthcare plans and lists no price for it. eFax prints its BAA on the Business plan card, and iFax includes it at no charge with Plus and Pro. Fax Pigeon puts a signed BAA on every plan at signup.

The minimum necessary standard applies to payment requests such as prior authorization, so a supplier sends the pages the request needs and leaves out the rest of the chart.

Check the recipient's fax number before every send. A fax that reaches the wrong office is an impermissible disclosure, and the supplier must assess whether it is a reportable breach.

Every delivered fax on Fax Pigeon gets delivery proof, so a supplier can show when a prior authorization request or delivery record reached the payer.

How much does HIPAA fax cost for a DME supplier?

On Fax Pigeon, a DME supplier pays $16.99 a month for 1,000 pages (Plus) or $29.99 a month for 2,000 pages (Pro) on annual billing, with unlimited people on both. Paid month to month, the same two plans are $17.99 and $33.99.

The table shows the cheapest plan with a BAA for 5 people, as a price a month, at 1,000 and 2,000 pages sent and received.

For a 5-person office at 1,000 pages, a year on annual billing totals $203.88 at Fax Pigeon, $354.00 at SRFax, $649.92 at eFax and $1,119.48 at iFax. At 2,000 pages the yearly totals are $359.88, $703.20, $1,149.96 and $2,219.52 in the same order.

Going from 5 people to 10 moves the eFax figure, because eFax Business includes 5 users and charges $10 a month, or $100 a year on annual billing, for each one beyond that. The iFax team is priced as Pro plus a license for each added user, at $17.99 a user a month at 5 users and $16.99 at 10, or $14.99 and $14.16 billed annually. The SRFax and Fax Pigeon rows are identical in the two tables.

The table shows the cheapest plan with a BAA for 10 people, as a price a month, at 1,000 and 2,000 pages sent and received.

A 10-person office at 2,000 pages pays $359.88 a year at Fax Pigeon, against $703.20 at SRFax, $1,650.00 at eFax and $3,029.28 at iFax.

Can a DME supplier share one fax number across the team?

Yes, one Fax Pigeon number can serve a whole DME team, because every plan allows unlimited people. The Plus and Pro rows read the same in both tables, so a team of 10 pays what a team of 5 pays.

Written orders from prescribers land in the shared inbox, where roles and assignment send each fax to the person who handles it. How an online fax shared inbox works covers the inbox, and how unlimited users work on HIPAA fax covers the user side of the plan.

A supplier that already has a fax number can bring it over to Fax Pigeon free. The same move costs $25 one time at SRFax and $40 a number at eFax, which also lists $40 a number to port out.

Who should switch to Fax Pigeon?

A DME supplier now paying SRFax, eFax or iFax for 1,000 or 2,000 pages a month should switch, because Fax Pigeon has the lowest price in every cell of both tables, at 5 people and at 10.

A supplier on eFax Personal or iFax Basic should move first: eFax Personal carries no BAA, and iFax Basic comes without HIPAA terms, so neither plan can cover patient faxes.

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