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Every day, healthcare professionals handle sensitive patient information that must be securely shared while ensuring HIPAA compliance. However, traditional faxing methods leave room for security risks, inefficiencies, and compliance issues.
That’s where the Xerox Healthcare Multifunction Printer (MFP) comes in.
This solution combines a Xerox AltaLink or VersaLink MFP with the Share Patient Information App and Kno2’s Interoperability as a Service platform. Together, these elements allow healthcare providers to securely share, receive, and manage patient records without the risks associated with traditional faxing or unsecured emails.
For almost 40 years, we’ve been a trusted partner to Xerox, helping out several healthcare organizations with custom print solutions that boost their workflow efficiency and reliability. Our experience makes sure our clients get the best performance in their operations.
In this blog, we’ll explore how the Healthcare MFP works, its benefits, limitations, and how it can enhance productivity and security in your healthcare organization.
What is the Healthcare Multifunction Printer (MFP)?
A standard multifunction printer (MFP) allows users to print, copy, scan, and fax. The Healthcare MFP adds a fifth function—secure patient data sharing—through Direct Secure Messaging (DSM) powered by the Share Patient Information App and Kno2’s cloud-based platform.
This system enables healthcare organizations to:
- Send and receive patient records securely using DSM
- Upload documents directly into Electronic Health Records (EHR) systems
- Eliminate the need for traditional faxing, reducing paper waste and inefficiencies
- Ensure compliance with HIPAA and other regulations
Enhancing Patient Privacy: Printer Security in the Healthcare Industry → Learn why printer security is crucial for healthcare institutions.
How Does Direct Secure Messaging (DSM) Work?
Direct Secure Messaging (DSM) is a HIPAA-compliant method for securely exchanging patient records between healthcare providers. Here’s how it works:
- Scan a patient document directly from the Xerox MFP using the Share Patient Information App.
- Select the recipient—a provider, pharmacy, or EHR system.
- Send securely via DSM, ensuring end-to-end encryption and compliance.
- Retrieve documents directly within your EHR system without manual uploads.
This process eliminates the need for unsecured emails, traditional faxing, and manual paperwork handling.
In the past, sharing patient data involved printing, shredding documents, scanning, downloading to a desktop, and then uploading to the cloud.
This traditional method is prone to errors and does not provide sufficient security. Once information is sent through an unsecured email, it is no longer HIPAA compliant.
Did you know? Traditional fax machines are being replaced by online fax services, fax apps, and fax software. Explore your options in our blog How to Fax Without a Fax Machine.
Sending and receiving files (before and after)
Healthcare MFP vs. Traditional Fax: What’s the Difference?
If your healthcare organization still relies on traditional fax, now is the time to consider a secure, digital alternative.
5 Common Printer Security Mistakes (With Solutions) → Identify and fix security gaps in your print environment.
Can You Send Documents to Providers Without DSM?
To send patient records externally, the recipient must be part of the Kno2 Share Cloud. The industry is rapidly adopting direct secure messaging, meaning more providers are transitioning to DSM-based solutions.
Cloud-Based Fax Solution
If your partners don’t support DSM yet, consider cloud faxing as a HIPAA-compliant alternative. The Xerox Healthcare MFP offers Kno2 Fax for Healthcare, which is an optional HIPAA-compliant fax line that can be integrated with your machine.
This line is ideal for healthcare providers aiming to save time while maintaining HIPAA compliance. Cloud-based faxing is also a more secure option compared to traditional analog faxing.
Ask us about adding cloud-based fax to your MFP.
5 Steps to Make Your Office Cybersecure → Learn how to protect sensitive healthcare information.
Pros & Cons of the Healthcare MFP Solution
Benefits:
- Enhances security by ensuring HIPAA-compliant document sharing
- Improves efficiency by eliminating paper-based processes
- Integrates seamlessly with EHR systems and healthcare workflows
- Reduces costs by cutting down on fax lines, paper, and manual processes
- Future-proofs your healthcare organization as faxing phases out
- Prevents HIPAA violations, lawsuits, and costly fines by ensuring compliance with secure patient data sharing
Considerations:
- Requires Kno2 subscription & DSM setup for full functionality
- External recipients must support DSM or use cloud fax
- Implementation requires IT involvement & staff training
Is this solution right for you? If your organization frequently shares patient records, relies on faxing, and needs improved security, this MFP can be a game-changer.
How Much Does The Healthcare MFP Cost?
Pricing depends on your printing needs and which Xerox MFP model you choose, along with leasing vs. purchasing options. Additionally, a Kno2 cloud service account is required to enable Direct Secure Messaging (DSM) and interoperability features. Kno2 subscription pricing varies based on usage, features, and organization size.
Costs are influenced by:
- Your monthly print volume
- Number of users
- Desired features & add-ons
- Leasing vs. purchasing preferences
- Kno2 subscription costs (contact us for details)
While it’s impossible to give you an exact cost because we don’t know your needs, we have an article that breaks down how much an MFP will cost based on workgroup size here.
Is the Healthcare MFP Right for Your Organization?
If your healthcare facility is looking to replace outdated faxing, increase efficiency, and ensure compliance, then the Xerox Healthcare MFP with Kno2 DSM could be the ideal solution.
To see if this is the right fit for your organization, talk with one of our business consultants today.
Ensure HIPAA Compliance & Secure Patient Data
The healthcare industry is transitioning toward the DSM method of document sharing to enhance business processes and ensure HIPAA compliance is met.
Outdated faxing methods can put patient privacy at risk. Stay ahead of industry changes and protect sensitive health records with a HIPAA-compliant, secure document-sharing solution.
Reduce security risks, boost efficiency, and streamline workflows with the Xerox Healthcare MFP.
Contact us to learn more about the Xerox Healthcare MFP.
