The eClinicalWorks fax server allows medical practices to send and receive faxes electronically, eliminating manual scanning into your EHR system. This guide covers setup requirements, hardware specifications, and solutions for common bottlenecks.
Why Faxing Still Matters in Healthcare
Despite modern technology, faxing remains the primary means of sharing data in a HIPAA-compliant manner. Unlike email, faxing operates as a peer-to-peer connection over standard telephone lines without requiring additional encryption—making it inherently secure for protected health information (PHI).
Faxing Options Compared
| Option | Pros | Cons |
|---|---|---|
| Traditional Fax Machine | Simple, low cost | Can't send/receive simultaneously; busy signals for callers |
| On-Premise Fax Server | Digital storage; eCW integration; send from software | Single phone line creates bottlenecks during high volume |
| Cloud Fax Service | Simultaneous send/receive; no hardware | Most expensive due to per-page charges |
| NEXpbx eCW Fax Connect | Hybrid approach; eliminates bottlenecks; flat-rate pricing | Requires existing fax server setup |
Hardware Requirements
For an on-premise eClinicalWorks fax server, you'll need:
Workstation
- Windows 11 Professional
- Available PCI Express slot for fax modem
- Dedicated machine recommended (not shared with other tasks)
Fax Modem
- Mainpine-manufactured modems only (the only brand supported by eClinicalWorks)
- Recommended: Mainpine IQ Express RF5118 (single-line configuration)
- For multiple lines: Windows Server required (Windows 11 Pro only supports one modem)
Phone Line
- Dedicated analog phone line for fax traffic
- Consider a second line if you have high inbound volume
Important: Windows Version Requirements
Windows 10 is no longer HIPAA-compliant and should not be used for any system handling PHI. Ensure your fax server runs Windows 11 Professional or newer.
The Bottleneck Problem
With a single-line on-premise fax server, your practice faces a common challenge:
- When sending an outbound fax, the line is busy
- Inbound faxes get a busy signal and may fail
- High-volume periods create backlogs
- Staff waste time re-sending failed faxes
The obvious solution—adding a second modem—isn't straightforward. Windows 11 Professional doesn't support multiple fax modems on one machine. You'd need to upgrade to Windows Server, adding significant cost and complexity.
The NEXpbx eCW Fax Connect Solution
NEXpbx eCW Fax Connect takes a hybrid approach that eliminates the bottleneck without requiring a server upgrade:
- Inbound faxes are routed through the internet to your eCW system
- Outbound faxes use your existing modem and phone line
- Your single phone line is freed up for outgoing traffic only
- No more busy signals for incoming faxes
Pricing
| Practice Size | Monthly Price | Included Minutes |
|---|---|---|
| 1-2 Providers | $75/month | 10,000 minutes |
| 3-4 Providers | $99/month | 15,000 minutes |
| 5-6 Providers | $129/month | 20,000 minutes |
Setup Checklist
- Verify Windows 11 Professional is installed
- Install Mainpine fax modem in available PCI-E slot
- Connect dedicated phone line to modem
- Install Mainpine drivers
- Configure Windows Fax and Scan service
- Set up eClinicalWorks fax integration
- Test send/receive functionality
- (Optional) Add NEXpbx eCW Fax Connect for high-volume practices
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