New rule signals the end of fax machines in medical offices
By Jarrod Fowler, MHA
FMA Director of Health Care Policy and Innovation
A transformative federal regulation, effective Oct. 1, 2025, is poised to phase out fax machines in doctors’ offices by modernizing health information technology (IT) systems. The U.S. Department of Health and Human Services (HHS) issued the Health Data, Technology, and Interoperability (HTI-4) rule, which requires healthcare IT systems to provide real-time access to prior authorization requirements and prescription drug pricing during patient appointments. The goal is to enhance communication between physicians and insurers, reducing reliance on fax machines — a technology lingering in medical practices due to its compliance with HIPAA privacy standards.
The HTI-4 rule, part of a 2,000-page policy update, enables doctors and patients to instantly check drug costs, explore cheaper alternatives, submit prior authorization requests, and monitor their status. HHS estimates these changes could save providers millions of hours, valued at $19 billion over a decade. HHS leaders called it a regulatory breakthrough, emphasizing reduced administrative burdens and improved care delivery. Mehmet Oz, MD, head of the Centers for Medicare & Medicaid Services, added that the rule promotes “less red tape, faster answers, and more time focused on care.”
While the rule is a significant step toward efficiency, it doesn’t eliminate the complexities of prior authorization, which continue to frustrate providers and patients. Legal experts have noted that while administrative burdens may decrease, underlying insurance approval barriers persist. Physician groups, including the American Medical Association, welcome the change. AMA President Bobby Mukkamala, MD, called it a “tangible burden-reduction win,” potentially signaling “the demise of the fax era in medicine.”
Compliance with the rule is voluntary unless tied to specific federal health programs, with a deadline of Jan. 1, 2028, for full implementation. The health insurance industry supports moving away from outdated systems but cites unclear timelines and limited incentives for providers. Legal experts urge healthcare organizations to prepare for compliance, ensuring alignment with HIPAA and state privacy laws.
The bottom line: As the healthcare industry transitions to digital solutions, the days of the fax machine’s distinctive screech in medical offices may soon be over.