HIPAA compliant fax for home health agencies

A home health agency that faxes 1,000 to 2,000 pages a month fits Plus at $16.99 or Pro at $29.99 a month, billed annually. Both include a signed Business Associate Agreement (BAA), unlimited people on one number and one shared inbox, e-signatures, and a delivery certificate for every delivered fax. Plus is the cheaper plan up to 1,325 pages in a month, and Pro is cheaper above that.

What does a home health agency fax in a month?

Four kinds of paper cross a Medicare-certified agency's fax line, each on Medicare's clock.

Referrals and the replies. A hospital must send a patient's necessary medical information to the post-acute provider at discharge (42 CFR 482.43(b)). Each admission starts with that packet and the agency's reply.

Orders and plans of care. A physician or allowed practitioner (a nurse practitioner, clinical nurse specialist or physician assistant, per 42 CFR 484.2) signs the plan of care, and every care order, verbal ones included, is recorded in it (42 CFR 484.60(a)). A nurse who takes a verbal order writes it up with a signature, date and time, and the practitioner must authenticate and date it (484.60(b)(4)). A revision after a change in health status goes to every practitioner who issues orders for the plan (484.60(c)(3)).

Certifications and face-to-face notes. Medicare pays only if a physician or allowed practitioner certifies eligibility and recertifies it at least every 60 days, signed and dated (42 CFR 424.22). The certification records the date of a face-to-face encounter within 90 days before the start of care or 30 days after it (424.22(a)(1)(v)). The supporting record is the certifying practitioner's chart or, for a direct admission, the discharging facility's (424.22(c)(1)).

Discharge and transfer summaries. The agency sends a discharge summary to the practitioner who takes over within 5 business days of discharge, and a transfer summary within 2 business days of a planned transfer (42 CFR 484.110(a)(6)).

Why do home health agencies need unlimited people on one fax number?

An office has a few people at a front desk. An agency has most of its clinicians in patients' homes, and each role touches the fax line for its own reason. Nurses and therapists take the verbal orders that must be written up and countersigned. Intake works the hospital referrals. Billing needs the plan of care signed and dated before it can submit the claim for a 30-day period (42 CFR 409.43(c)(2)). That list grows with the census, so a service that charges by the seat charges for every hire.

Every Fax Pigeon plan includes unlimited people at no extra cost, on one number and one shared inbox with roles and assignment. Intake assigns a referral to the nurse who makes the start-of-care visit, and billing sees the signed plan arrive. Field staff open the same inbox in any web browser, on a computer or a phone. The per-seat prices at other services are in HIPAA fax with unlimited users, and the roles are in Shared fax inbox for a small office.

Does an agency need a BAA with its fax service?

HIPAA defines a business associate as a person or company that creates, receives, maintains or transmits protected health information on behalf of a covered entity (45 CFR 160.103), and a covered entity may let one handle that information only with satisfactory assurances documented in a written contract or other written agreement (45 CFR 164.502(e)). A Medicare-certified agency's clinical record must follow the HIPAA rules on protected health information (42 CFR 484.110(d)). Referrals and orders passing between treating providers are permitted disclosures (45 CFR 164.506(c)(2)). Every Fax Pigeon plan includes a signed BAA, executed at signup.

How does an agency keep a dated trail for each order?

An order carries a date at each end. The nurse signs, dates and times the write-up of a verbal order, the practitioner authenticates and dates it (42 CFR 484.60(b)(4)), and the countersignature comes before the agency bills (42 CFR 409.43(d)). The clinical record rule accepts a signature and title, or a secured computer entry by a unique identifier, as authentication (42 CFR 484.110(b)).

Fax Pigeon supplies the middle of the trail. E-signatures are on every plan, so a nurse can sign the write-up and fax it without printing. A delivery certificate for every delivered fax is the proof of when the order reached the practitioner's office. The signed copy comes back to the shared inbox with an AI summary, ready to file beside the certificate.

What does a month of 1,000 to 2,000 pages cost?

Pages sent and received count together against one monthly total, and faxes keep arriving past it. Take an agency with 40 patients on service and 15 admissions in the month. Fifteen referral packets of 20 pages come in: 300 pages. Fifteen plans of care go out for signature and come back, 12 pages a round trip: 180. Twenty recertifications, half the census, make the same trip: 240. Eighty order changes and verbal-order write-ups at 4 pages a round trip: 320. Acceptance replies, face-to-face notes and discharge summaries add 135. The month is 1,175 pages.

On annual billing, Plus is the cheapest plan from 640 pages to 1,325, and Pro from 1,325 to about 2,570. Standard ($9.99 for 500 pages) costs less than Plus below 640 pages, and Premium ($49.99 for 5,000) costs less than Pro above 2,570. Month to month, Plus is $17.99 and Pro is $33.99. Extra pages go on a separate invoice, at renewal on a monthly plan and every 30 days on an annual one.

The plans differ only in pages a month and the extra-page rate. Every plan carries the signed BAA, unlimited people and e-signatures with a delivery certificate for every delivered fax, and all six are on the pricing page.

How does Fax Pigeon fit beside an agency's home health software?

It runs in the browser next to whatever system holds the chart. Save the order or plan of care as a PDF, fax it from the browser or from your email, and file the signed copy that returns in the patient's record.

Who should switch

An agency that pays a fax service by the seat, shares one login among its field staff, or cannot show when an order reached a practitioner should switch. Porting in is free on a paid plan and should begin before the old line closes: most transfers finish within 5 to 15 business days while the current provider keeps receiving, and why the port comes first explains the order.

* Fax Pigeon prices and plan terms as of October 12, 2026.