What is the Healthcare Multifunction Printer? | HIPAA Compliant Patient Record Sharing

Submitted by Mary Eberhart on Thu, 01/21/2021 - 09:00


Every day healthcare professionals strive to protect their patient’s files and private information to ensure HIPAA compliance is always met. 

However, the lengthy process of sharing files via analog fax leaves too much room for error. Sending a document through an unsecured email, or leaving a loose record on your desk, violates HIPPA compliance. Unfortunately, these issues occur more frequently than we would like. 

With these stress points in mind, Kno2 created a solution that guarantees HIPPA compliance is always met. Kno2’s healthcare solution combines with Xerox’s multifunction printing devices to identify and eliminate all potential security concerns. 

Without a healthcare multifunction printer to ensure security, your establishment may be failing to meet HIPPA compliance, which could lead to leaked information, multiple lawsuits, and fines.   


Multifunction printer designed for healthcare needs 

The Kno2 Connected Healthcare Multifunction Printer (MFP) Solution is a clinical platform created for the healthcare community. 

Standalone multifunction devices provide four essential elements, print, copy, scan, and fax. The healthcare MFP provides a 5th element, share, via direct secure messaging.  


Direct secure messaging via the Share Patient Information App

Direct secure messaging (DSM) allows electronic healthcare records (EHR) to be sent and received between any healthcare professionals that need to access the private healthcare documents of their patients. 

This HIPPA compliant messaging system allows healthcare professionals to send patient records to the desired destination via a secure email address. Documents can also be uploaded right into a patient’s file within your EHR system, allowing any healthcare professional to access them immediately. 

Through the Share Patient Information App, simply scan documents to the desired destination in a secure, HIPPA compliant way. This eliminates the risk of security breaches by using traditional fax and creating extra copies of sensitive information.   

The Share Patient Information App removes the issue of lost files and patient documents and cuts back on the time it takes to find these documents.     

This is the future of sharing patient information securely.  

The old way of sharing patient information involved printing patient information, shredding unnecessary pages, scanning pages, receiving them on a desktop, then uploading them to the cloud. 

This traditional system of sharing files has too much room for error and doesn’t ensure enough security for patient’s information. Once information goes through an unsecured email, it no longer meets HIPAA compliance.  


Sending and receiving files (before and after) 


The picture above is from the Healthcare MFP Brochure.  


Can you send externally to healthcare providers who don’t have DSM?   

To send documents externally, the end destination will need to be part of the Share Cloud. However, the industry is heading towards this form of patient sharing. With so many possibilities of patient's information becoming at risk, the industry is migrating away from traditional fax. 

It’s not a matter of if you will be using a DSM solution; it’s a matter of when.   


Cloud-based fax solution 

The healthcare MFP also provides an optional HIPAA compliant fax line that can be added to this software. 

This fax line is for healthcare providers who are looking for a solution to save time and remain HIPPA compliant. Cloud-based fax also provides a secure way to fax, unlike analog fax.   

The industry predicts that analog fax will be phased out due to lack of HIPAA compliance, and cloud-based fax will be taking its place.    

Ask us about adding cloud-based fax to your MFP. 


Save time and money 

As shown in the “sending and receiving files” image earlier, DSM helps simplify and protect the processes of sharing patient information. 

Instead of spending time searching for lost documents or wasting time at the scanner and shredder each day, employees can focus on more important matters. 

In turn, the boost in productivity ensures you won't have to spend more resources on additional employees. 

Another way this system saves money is by preventing lawsuits and fines. The old way of sharing patient information allows too much room for error, violating HIPAA compliance. Breaking HIPAA compliance can lead to expensive lawsuits and fines.     


How much does the Healthcare MFP cost?  

The cost of the Healthcare MFP depends entirely on which machine is right for your printing needs. As you can imagine, there are many options one could choose from. 

You'll need to discuss several factors with a business consultant to determine which machine is right for you. Such as: 

It’s crucial to discuss these needs with a business consultant. They can ensure you find the right machine for your specific needs. 

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.  

After reading our cost article, you will have a better understanding of how much you need to budget for a copier. 


Connect your copier to the healthcare community

Investing in a copier that provides more than the print, copy, scan, and fax, but share as well, will connect your machine to the healthcare community. This industry is migrating towards the DSM form of document sharing to enhance business processes and ensure HIPAA compliance is met.   

The Kno2 Healthcare Connected MFP will streamline your patient sharing processes, saving you time and money for other important matters.  

If you're interested in trading in your copier for the Kno2 Healthcare Connected MFP, this next article is for you. 


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