Fax ban 2025: Secure and efficient transition

A Practical Guide to the Transition

Since January 1, 2025, faxing is no longer permitted for transmitting sensitive healthcare data – this is widely known. However, there is a transition period until June 30, 2026, during which faxing is still allowed under certain conditions. That means now is the best time to actively prepare for the switch.

Many healthcare providers have already adopted alternatives, but faxing remains a part of daily operations in some medical practices, hospitals, and care facilities. This is understandable – transitions take time, and clear information or practical solutions are often lacking.

This guide will show you how to make the transition secure, efficient, and stress-free, along with the best available alternatives to replace faxing in your organization.

Why Faxing Has Been Banned Since January 1, 2025

The fax ban 2025 was introduced because fax machines no longer meet today’s data protection requirements (GDPR). In recent years, regulations for handling sensitive healthcare data have become stricter, and for good reason.

Data Protection Risks: Why Faxing Is No Longer a Secure Option

Lack of end-to-end encryption: Faxes are often transmitted without encryption, making them vulnerable to interception or misdelivery.
No delivery confirmation: Senders cannot be certain whether the document actually reached the intended recipient.
Risk of misdialing: A single incorrect fax number can send confidential patient data to the wrong recipient, constituting a clear GDPR violation.

At a time when even emails should only be sent with encryption, faxing has become an outdated method that no longer aligns with modern IT security standards.

Legal Regulations and Transition Periods

The Health Telematics Act outlines the phased withdrawal of fax communication in the healthcare sector:

Since January 1, 2025: Faxing is no longer permitted as a standard communication method for healthcare data.
Until June 30, 2026: In exceptional cases, faxing is still allowed if transport encryption is used and no more secure alternative is feasible. However, this exception only applies to healthcare providers who were already using fax before December 31, 2024.
From July 2026: Faxing will be completely banned in the healthcare sector – with no further exceptions.

Transitioning is not just a technical change, but a legal requirement. The sooner you act, the smoother the process will be.

How to Make the Transition: Your Step-by-Step Plan

To ensure a smooth transition, a structured five-step approach is recommended.

Evaluate Your Current Communication

Where is fax still being used?
Which processes and partners are affected?
Are there already digital alternatives in place within your organization?

Choose the Right Alternative

Gesundheitspartnerportal (GPP) → Free, official platform provided by the social security system for secure communication.
FTAPI → GDPR-compliant solution for secure messaging and document exchange.
End-to-end encrypted emails (e.g., S/MIME) → Suitable for organizations with an existing secure email infrastructure.
Telemedicine platforms & digital patient records → Secure, direct communication with patients and partners.

Involve IT Partners & Plan the Implementation

IT service providers (e.g., IT United) can assist in selecting and implementing the best solution.
Inform staff and external partners about the upcoming changes well in advance.
Plan training sessions to ensure a smooth adoption of new communication methods.

Implement & Start a Test Phase

Pilot phase: Test the new system in day-to-day operations.
Gather feedback: Involve staff and partners early to ensure a seamless transition.
Make final adjustments to optimize workflows before full implementation.

Permanently Phase Out Fax

Ensure all parties have transitioned to a secure communication system.
Remove fax machines from your infrastructure to avoid GDPR violations.
Finalize internal processes and fully integrate secure digital communication into daily operations.

Finding the Right Solution

The best alternative depends on the specific needs of your practice or organization. Below is an overview of the most important options.

Combining Multiple Solutions for Maximum Efficiency

Depending on your needs, a combination of different solutions may be the best approach.

Which Solution Is Right for You?

The best choice depends on your specific requirements:

Do you need a free and immediately available solution? → GPP or FTAPI
Are you already using encrypted emails? → S/MIME can be a valuable addition.
Do you want to improve direct communication with patients? → Telemedicine platforms offer a future-proof solution.

Making a well-informed decision not only saves time and costs but also ensures a smooth transition without disruptions to daily operations.

Conclusion: Act Now, Don’t Wait Any Longer!

The fax ban 2025 is already in effect, and the final deadline for transitioning to secure communication methods is fast approaching. By June 30, 2026, faxing must be completely replaced in medical practices, hospitals, and other healthcare institutions.

Why It Pays to Switch Now

Legal Compliance: As of July 2026, faxing will be entirely prohibited—transitioning early ensures you avoid violations.
Increased Efficiency: Digital solutions such as FTAPI, GPP, and encrypted email enable faster and more reliable communication.
Enhanced Security: Upgrading to modern systems protects sensitive healthcare data from security breaches and GDPR violations.

What’s the Next Step?

Take Action Now
✔ Evaluate your current communication setup – Identify where fax is still in use.
✔ Choose a secure alternative – Solutions like FTAPI or GPP ensure compliance and efficiency.
✔ Engage your team early – A well-planned transition prevents disruptions and ensures a smooth adoption.
IT United: Your Partner for a Seamless Transition
Switching from fax may seem challenging at first, but with the right support, the process becomes simple. IT United helps you find the best solution for your practice or organization—practical, efficient, and tailored to your needs.
The Sooner, the Better!
Make the most of the time until 2026 to plan your transition carefully. A well-structured, step-by-step implementation guarantees a secure, efficient, and stress-free switch.
Contact us today – Send us your inquiry or call us at +43 1 2266 2266 to schedule a consultation.