Fax ban in the Austrian healthcare sector: Challenges and next steps

Since 1 January 2025, the transmission of personal healthcare data via fax has been prohibited in Austria. This is stipulated by the amendment to the Austrian Health Telematics Act. While this change is both sensible and timely, it presents many medical institutions with the challenge of adapting their communication processes. Although the deadline has been known for some time, many organisations must now make last-minute adjustments to their workflows. Without a standardised solution, they are left to navigate this transition alone, facing uncertainties and legal risks as they scramble to implement quick interim solutions.

In this article, we summarise the specific challenges posed by the fax ban in the Austrian healthcare sector and outline what medical institutions should do next – including a checklist for the necessary steps.

Challenges of the fax ban

Fax machines remain a widely used communication tool in the healthcare sector. For decades, they have facilitated the quick and straightforward exchange of medical reports, referral letters, and patient data. The issue, however, is that faxing is not GDPR-compliant and has long been outdated. As a result, it is now being phased out.

The fax ban introduced in Austria has created significant disruption in the healthcare sector. Many medical institutions have clung to this outdated technology out of habit. Consequently, delays and increased administrative burdens have become common. In some cases, medical records and similar documents are physically transported on USB sticks by couriers or even ambulances. As a temporary workaround, some institutions have even resorted to using faxes again despite the ban.

Here is a brief overview of the key challenges:

• Communication problems and delays: Many healthcare facilities have failed to transition to compatible digital systems in time, leading to severe communication issues. In some cases, medical reports and other documents are sent by post or physically transported by taxi or emergency services. These stopgap measures cause delays in patient care and generate high costs.

• Technical barriers: New digital solutions must be compatible with the existing IT infrastructure of hospitals and medical practices. Where compatibility is lacking, digital data exchange becomes more difficult. As a result, some institutions feel forced to continue using fax machines despite the ban.

• Acceptance and training requirements: Many healthcare professionals, particularly older staff, are accustomed to using fax machines and find digital solutions more complex. This creates uncertainty and increases the need for staff training.

• Organisational and financial burdens: Transitioning to new communication methods requires not only technical adjustments but also financial investment. Many institutions face high costs for new software and staff training.

Additionally, a central issue runs through all areas: in the search for fax alternatives, healthcare facilities are adopting more and more isolated digital solutions that are not compatible with one another. This has resulted in a patchwork of technologies, making seamless data exchange difficult and preventing the implementation of an effective, unified solution.

What needs to be done now? A checklist for medical institutions

Given these challenges, swift yet well-planned action is essential. Delaying the transition could disrupt operations and compromise patient care.

The following steps will help hospitals, laboratories, insurance companies, and medical practices successfully switch to a GDPR-compliant alternative for medical document transmission:

1. Analyse existing communication methods

The first step is for decision-makers to document current fax usage:

• What types of documents have been sent via fax?

• Who are the primary recipients (other medical practices, hospitals, laboratories, insurance companies)?

• What IT infrastructure is already in place and could be leveraged?

This assessment helps institutions understand their actual needs and develop a tailored transition strategy.

2. Choose a secure digital solution

Not all medical institutions, practices, or hospitals have the same requirements. Various digital solutions are available for secure data exchange in the healthcare sector, ranging from encrypted emails to specialised healthcare messaging services and integrated platforms.

A modern fax alternative should accommodate the different needs of stakeholders – from patients who need to transmit their medical data securely to practice teams that require a straightforward workflow and IT departments aiming for seamless integration.

Which alternative suits which type of institution?

• Small practices and laboratories: Encrypted emails allow for quick, GDPR-compliant communication without major IT adjustments. However, certificate-based encryption methods such as S/MIME can be complex and inaccessible to some users, as both sender and recipient need the necessary certificates and infrastructure.

• Medium-sized and large healthcare institutions: Hospitals, laboratories, and larger healthcare providers benefit from integrated solutions with interfaces to hospital information systems (HIS) or practice management systems, simplifying their workflow. Digital platform solutions like FTAPI can be seamlessly integrated into existing workflows and provide additional benefits, such as process automation and secure workflows to reduce administrative effort.

Tip: For a practical and long-term solution, institutions should opt for platforms that go beyond basic email security, integrate flexibly into existing IT structures, and can scale with the evolving needs of the healthcare sector.

3. Rapid implementation instead of prolonged transition phases

With the fax ban already in effect, medical institutions should act swiftly. Digital solutions are generally ready for immediate use, but the transition should still be well-planned and tailored to staff needs and IT proficiency to avoid technical or organisational issues.

This means:

• Staff should be trained in GDPR-compliant communication and new data protection requirements alongside the transition – for example, through training videos, FAQs, and internal guidelines.

• In larger organisations, it may be beneficial to start with specific document types or key departments before completely phasing out faxing.

• Even after implementation, regular reviews should ensure the chosen solution meets all requirements. Adjustments can then be made as needed.

A well-structured yet pragmatic transition within a few weeks is realistic with digital solutions. However, depending on the starting conditions, full integration and staff adoption may take longer. The key is to start now to prevent bottlenecks and delays.

FTAPI: A ready-to-use solution for the healthcare sector

FTAPI offers a flexible and pragmatic solution for secure data exchange – without long implementation times or complex IT projects. Doctors and medical professionals can immediately switch to encrypted, GDPR-compliant data transfer. No additional hardware, card readers, or certificates are required, meaning doctors and their teams do not have to deal with complicated IT processes.

The platform covers various scenarios:

• Direct sending from the mailbox: Hospitals and medical practices can securely transmit patient data with end-to-end encryption – directly from their familiar Outlook interface via an add-in or through a web browser.

• Secure submission of health data: External service providers and patients can easily and securely submit their data via FTAPI – even without specialised IT infrastructure. This is particularly useful for laboratories or care facilities needing to submit medical reports or applications. Submission can be done through a digital mailbox via email, the SubmitBox, or integrated forms on the healthcare provider’s website.

• Integration of existing fax machines: If organisations still rely on traditional fax machines, scanned documents can be automatically processed and securely forwarded – without manual steps or media disruptions.

A future-proof platform for healthcare

FTAPI is more than just a secure email encryption solution. It provides a fully integrated platform for secure data exchange, process automation, and compliance – reducing administrative burdens in the long term.

The FTPAI platform has been successfully used in the Austrian healthcare sector for several years and collaborates closely with key organisations such as Steiermärkische Krankenanstaltengesellschaft mbH (KAGes), Wiener Gesundheitsverbund (WiGev), Niederösterreichische Landesgesundheitsagentur (NÖ LGA), and Österreichische Gesundheitskasse (ÖGK). FTAPI is also actively involved in developing a long-term, nationwide solution that seamlessly integrates into everyday healthcare operations and existing systems.

Conclusion: Act now and embrace secure digitalisation

The fax ban presents significant challenges for Austria’s healthcare sector – but also an opportunity to make communication and processes more secure and efficient. Fax machines are being phased out for good reason: they are outdated, insecure, and inefficient. This debate is not just relevant for Austria but also for Germany and Switzerland, where fax technology is increasingly under scrutiny.

By taking action now, healthcare institutions can ensure compliance with legal requirements while benefiting from a modern, digital data exchange. Proven solutions like FTAPI enable a seamless transition – with no waiting times, no risks, and maximum future security.