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Product · business communications

HIPAA-Compliant Online Fax Service

Send faxes from any device. HIPAA/FINRA compliant, 105 countries, MS Teams/Outlook/Gmail integrations. Free porting. Save $150K/year vs. fax machines.

From $24/user/mo · annual billing

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Secure online fax that works from any device

Fax isn’t dead — it’s regulated. Healthcare, financial services, legal, and government all still require it for specific workflows because of compliance rules that predate email. DialPhone’s online fax replaces fax machines, dedicated fax lines, and toner orders with a cloud service that works from Mac, Windows, iOS, Android, and inside the apps your team already uses. HIPAA and FINRA compliance are built in. The average enterprise reports $150,000 in annual savings after switching from fax-machine infrastructure.

HIPAA, FINRA, and GDPR compliant by default

  • HIPAA-ready — Business Associate Agreement available, AES-256 encryption, role-based access, immutable audit logs
  • FINRA compliant — meets WORM (write-once-read-many) storage requirements for financial institutions
  • GDPR compliant — multi-region data residency, right-to-erasure workflows, 30-day retention policies
  • PCI-DSS ready — faxed card data is handled under PCI-DSS controls (for the narrow cases where this still happens)

Every fax transmission generates a timestamped delivery confirmation and a full audit log entry. Compliance officers love it. See the full trust center →

Send fax from anywhere

No fax machine, no fax line, no filing cabinet of cover pages. Send faxes from:

  • Mac, Windows, iOS, Android — native DialPhone apps
  • Microsoft Teams — send and receive faxes inside Teams (see the integration)
  • Microsoft Outlook — Outlook add-in
  • Gmail — email a PDF to fax-number@fax.dialphone.com
  • Box, Dropbox, Google Drive — right-click a file, send as fax
  • Web browser — full web app with preview
  • Any MFP or copier — use the DialPhone print driver

Keep your fax numbers

Free fax number porting with zero service interruption. Typical porting: 2 to 5 business days. Bring toll-free fax numbers, DIDs, or international fax numbers from 105 countries.

Branded cover pages

Custom branded cover pages auto-apply with your logo, sender information, and confidentiality statement. Design them once, use them forever. Or use the clean system defaults.

Plans

  • Fax 3000 Solo — for small practices sending up to 3,000 pages per month
  • DialPhone AI Pro — unlimited pages, included with any Advanced or Ultra plan

No metered overage surprises on unlimited plans. See full pricing →

How to send a fax online in three steps

  1. Upload or attach a PDF. Drag into the DialPhone app, email it, or use the Outlook/Teams/Drive integrations.
  2. Enter the recipient fax number. Include country code for international. Add a cover page if needed (optional).
  3. Confirm. You get a delivery receipt by email or push. Failed transmissions retry automatically.

Most US faxes complete delivery in 30 to 90 seconds. International in under 2 minutes. See the full how-to guide for desktop, iPhone, and Gmail.

Industries that rely on online fax

Healthcare

Referrals, prescriptions, lab results, insurance pre-authorizations — the ecosystem still runs on fax. DialPhone replaces the fax machine and line without breaking the workflow. Practices use it with Epic, Cerner/Oracle Health, athenahealth, DrChrono, and Kareo. See healthcare solutions →

Financial services

Loan documents, signed disclosures, wire-transfer authorizations. FINRA WORM retention on every message. See financial-services solutions →

Court filings (where jurisdictions still require fax), client signed engagement letters, opposing-counsel service. Privilege-safe retention policies. See legal solutions →

Proven results

A 40-provider multi-location clinic network replaced 24 fax machines and a dedicated fax line per location with DialPhone cloud fax. The first year:

  • $150,000+ saved on hardware, service contracts, paper, toner, and dedicated fax lines
  • Zero inbound faxes lost to paper jams or offline machines
  • 40 percent faster referral processing because inbound faxes route to the right staff member by metadata, not by paper sorting

Price savings worth showing your CFO

A typical fax machine costs about $200 to $800 to purchase, $30 to $75 per month for a dedicated analog line, and $200 to $500 per year in supplies and maintenance. One multi-location business running 30 fax machines spends $30,000 to $80,000 per year on hardware alone, plus $10,000 to $25,000 per year on lines. DialPhone cloud fax bundled into the Advanced plan is $34 per user per month — and it ships with the full communications platform, not just fax.

How DialPhone compares

Frequently confused: fax vs. e-signature

Fax is a regulated delivery mechanism. E-signature is a legally binding signing mechanism. Often the workflow needs both: fax for the regulated transmission, e-signature for the signed document. DialPhone’s fax integrates with DocuSign and Adobe Sign — send a signed PDF as a fax in one step.

HIPAA-Compliant Online Fax Service — FAQ

What is an online fax service?
An online fax service (also called cloud fax, internet fax, or fax over IP) lets you send and receive faxes from any internet-connected device — computer, phone, email client, or web browser — without a physical fax machine, fax line, or toner cartridge. DialPhone's online fax service works across Mac, Windows, iOS, Android, Microsoft Teams, Outlook, Gmail, Box, Dropbox, and Google Drive, with HIPAA and FINRA compliance built in.
Is online fax HIPAA compliant?
Yes — but only if the vendor signs a Business Associate Agreement (BAA) and implements the HIPAA Security Rule controls. DialPhone signs a BAA and meets all required controls: AES-256 encryption at rest and in transit, role-based access to fax inboxes, real-time immutable audit logs, and physically secured multi-region data residency. Not every 'online fax' service is HIPAA compliant — always confirm BAA availability before sending PHI.
Can I port my existing fax number?
Yes. Free fax number porting is included on every plan. Typical porting time is 2 to 5 business days with zero service interruption — the old number keeps receiving faxes at the DialPhone number in parallel during the port window. You can keep toll-free fax numbers, DIDs, and international fax numbers across 105 countries.
How many pages can I send?
The Fax 3000 Solo plan includes 3,000 pages per month. The DialPhone AI Pro plan includes unlimited fax pages. Overages on metered plans are billed per page with volume discounts. Most small medical practices send 500 to 1,500 pages per month; larger clinics send 3,000 to 10,000.
Can I send international faxes?
Yes. DialPhone online fax operates in 105 countries with local fax numbers available on request. International fax delivery runs over T.38 or G.711 fax-over-IP — most international faxes deliver in under 2 minutes. Per-page international rates are transparent in the admin portal.
Does it work with Gmail?
Yes. You can send a fax by emailing a PDF attachment to fax-number@fax.dialphone.com from your Gmail, Outlook, or any mail client. Incoming faxes arrive as PDF attachments in your inbox. No web app required. Sending from Microsoft Teams and Google Drive works the same way with the native integrations.

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