HIPAA fax for therapists in private practice: a BAA from $4.99

For one therapist sending and receiving 200 pages a month, the lowest price with a signed BAA among the providers in the table is Fax Pigeon Basic at $4.99 a month billed annually ($5.99 month to month), against $10.70 at SRFax, $14.99 at WestFax (monthly only) and $33.33 at eFax Business, and Fax Pigeon signs the BAA at sign-up.

What is the best HIPAA-compliant fax service for a solo therapist?

For a solo therapist, the best HIPAA-compliant fax service is the lowest-priced one that signs a BAA on the plan itself, and among the seven providers compared that is Fax Pigeon Basic at $4.99 a month billed annually for 200 pages. Under HHS guidance, a fax vendor that stores electronic PHI is a business associate whether or not it ever views the information, so the vendor signs a BAA. 45 CFR 160.103 makes a therapist a covered entity when the practice transmits health information electronically in a covered transaction, such as an insurance claim.

Fax Pigeon serves practices of every size, from a solo therapist to a team of 100 or more. Every plan includes the practice's own number, delivery proof, e-signatures and fax from email, and an extra page costs 10 cents on Basic and 5 cents on Standard.

What do therapists fax, and to whom?

Therapists fax records for a transfer of care, clients' copies of their own records, leave and disability forms and prior authorization requests, and they receive records requests and signed releases.

The table shows what a therapist faxes, where it usually goes and the rule that lets it go.

HHS's mental health guidance says HIPAA generally does not limit disclosures between providers for treatment, except that separately maintained psychotherapy session notes need the client's authorization. Under 45 CFR 164.501, those notes exclude medication monitoring, session start and stop times, test results and summaries of diagnosis, treatment plan and progress. HHS also says a covered entity may act on a copy of a signed authorization received by fax.

Social Security's Electronic Records Express FAQ has the request letter go first because it carries a barcode, caps a fax at 200 pages and says the fax machine should show a successful transmission with the page count. Social Security does not need psychotherapy notes, and the Department of Labor has completed FMLA certifications returned to the employee. NASW standard 1.07(h) says social workers should disclose confidential information to third-party payers only when the client has authorized it. What HIPAA requires for psychotherapy notes sets out the authorization rule in full.

Which fax services sign a BAA for a therapist, and how?

Fax Pigeon and WestFax sign a BAA on every plan, SRFax signs one on request, Sfax takes requests by email or phone and prints "BAA Available" from its Plus card up, and eFax, iFax and Fax.Plus tie it to named plans: Business and up at eFax, Plus and Pro at iFax and Enterprise alone at Fax.Plus.

The table shows how each provider's BAA is signed and which plans carry it, in each provider's own terms.

Consensus Cloud Solutions' Form 10-K for 2025 lists eFax, Sfax and SRFax among its brands, so three of the six rivals share one parent company. SRFax's HIPAA page offers a No Storage Option that deletes fax data once delivered or retrieved, and WestFax keeps faxes two months as standard, extendable for a fee. More on SRFax vs WestFax for one therapist.

What does HIPAA fax cost one therapist at 200 and 500 pages?

HIPAA fax costs one therapist $4.99 a month on Fax Pigeon Basic for 200 pages and $9.99 on Standard for 500, both billed annually with a signed BAA, against SRFax at $10.70 and $13.65, WestFax at $14.99 month to month and eFax Business at $33.33.

For one therapist, the table prices the cheapest BAA plan at every provider by the month, at 200 pages and at 500 pages sent and received.

A year at 200 pages billed annually costs $59.88 on Fax Pigeon Basic, $128.40 at SRFax and $399.96 at eFax Business. Pages sent and received count together on every Fax Pigeon plan.

What changes when a biller or a second clinician joins?

When a biller or a second clinician joins, WestFax moves from Solo to Team at $39.95 a month and iFax adds a team license on Pro at $49.99 a month billed annually, while Fax Pigeon, SRFax, eFax, Sfax and Fax.Plus keep the same price. Fax Pigeon has no team plans: every plan includes unlimited people, who share one number, one inbox and one page allowance, with roles and assignment.

With two people on the account, these are the monthly prices of the cheapest plan with a BAA from each provider, at 200 and at 500 pages sent and received.

WestFax's pricing page caps Solo at a single user license and sends a shared account to Team. iFax prices a second person on Pro, since its selector drops Plus once two or more team licenses are chosen, at $49.99 a month billed annually or $59.98 month to month, while each eFax Business plan covers 5 users. A group of several clinicians can read HIPAA fax for counseling and group practices.

Does a HIPAA fax service work beside SimplePractice or TherapyNotes?

A HIPAA fax service works beside SimplePractice and TherapyNotes as a separate account, and SimplePractice's help center says it does not currently support eFaxing, has no plans to add it at this time and points to a third-party HIPAA compliant eFax solution. A PDF exported from either system uploads to Fax Pigeon as it is. TherapyNotes' ePrescribe enrollment asks each enrolling clinician for a primary phone and fax number.

Doximity's DocFax page offers its free line to U.S. licensed physicians, nurse practitioners, physician assistants and pharmacists, and therapists are outside that list. More on whether SimplePractice has fax.

Which therapists should switch, and to what?

A therapist should switch to Fax Pigeon Basic when the current plan costs more than $4.99 a month billed annually for 200 pages, charges for a second person or carries a HIPAA label with no BAA. That reaches licensed professional counselors, clinical social workers, marriage and family therapists, psychologists in solo practice and telehealth-only practices. The Department of Labor lists clinical psychologists and clinical social workers among the providers whose FMLA certification it recognizes.

A therapist's current number ports in free on every paid plan, usually within 5 to 15 business days, and the current provider keeps receiving faxes on it until the move is done. On month-to-month billing, a year on Fax Pigeon Basic costs $71.88, against $151.20 at SRFax and $179.88 at WestFax.

* Prices last verified October 19, 2026, at each provider's own site. Fax Pigeon is not affiliated with SRFax, eFax, iFax, Fax.Plus, WestFax or Sfax.