SRFax

SRFax is a web-based platform that allows you to send or receive faxes via your health authority email account.

About SRFax

SRFax is a web-based solution that enables users to send electronic faxes by emailing an attachment to the fax machine of the user’s choice. Users can also receive a faxed document electronically. Currently, receiving of faxes is not yet approved by PHSA privacy and will be reviewed on a case by case basis.

SRFax can be used when a PHSA provider/staff does not have access to a fax machine and needs to send or receive a fax containing clinical information, such as a prescription.

Note: PHSA Privacy and Security have only approved the use of SRFax through the enterprise account, which is administered by the Office of Virtual Health. Any other use of SRFax is not approved as there are numerous risks to patient privacy, which may result in breaching policy/confidentiality/data access agreements as a PHSA employee.

For additional information, click '+' on the topics below.

Technical requirements

Access to a health authority (HA) issued email
Wi-Fi/data enabled device

Note:
PHSA Privacy recommends that PHSA phones be used as much as possible. If personal phones must be used, iCloud or automatic cloud uploading of photos must be disabled as you are not authorized to store personal information on your personal device or cloud storage solution.

Privacy and security

SRFax is endorsed for the use of sending or receiving of faxes containing clinical information by PHSA under the emergency response due to COVID-19. Security and privacy reviews have been completed.

PHSA programs interested in using SRFax must contact the Office of Virtual Health at OVHZoomSupport@phsa.ca to get a licence. No other SRFax licensing is permitted.

Risk and limitations

Unauthorized sharing of personal information through email or fax
Unauthorized retention of personal information on personal devices/cloud storage solutions

Risk mitigation strategies

Delete emails sent through the SRFax solution from both the sent and trash folder of your mail application. This applies to generic/clinic department emails as well.
If photos/scanned images of documents are accidentally stored on a mobile device or cloud storage, delete these immediately after sending the SRFax email.

This is a privacy breach, and a report should be submitted to the PHSA IAP office.

Use a cover sheet for all faxes.

This is in the event that a fax is misdirected, or the receiving fax machine is in a public location.
Check that fax numbers in address books are accurate before sending.

Getting started

How can I get started with SRFax?

1Take the SRFax course to accept the Terms of Use and request a licence.

This course is built for PHSA clinical users and support staff to help them get started with SRFax. In addition to privacy, clinical, and practice considerations, it includes specific instructions for your device and the SRFax Terms of Use.

Accepting the Terms of Use and completing the course will trigger the process to request a licence through your clinical program lead.

If you have questions about this process, please email OVHZoomSupport@phsa.ca.

Take the SRFax course on LearningHub.

2On your laptop/desktop/mobile device, make sure you are using your health authority email.

SRFax is only permitted to be used in conjunction with your health authority email account. No personal email accounts are to be used (e.g. Shaw, TELUS, Gmail, etc.).

Note that your corporate devices (laptop/desktop/mobile) should already be set up to send and receive via your health authority email account.

3Turn off the cloud uploading function on your mobile devices.

When this function is on, your mobile photos and videos are automatically saved on the cloud (i.e. servers that are accessed over the Internet). This may be a violation of the Freedom of Information and Protection of Privacy Act (FIPPA).

For iOS instructions on how to turn this function off for your Mail application, follow the link below:

iOS – Turn off iCloud for Mail app

Instructions

Instructions by device

You can use your health authority email to access SRFax in multiple ways. Follow the links below to view or download specific instructions for your device:

Laptop or desktop computer
iOS mobile device (e.g. smartphone or tablet)
Android mobile device (e.g. smartphone or tablet)

Practice considerations

There are existing PHSA policies and guidelines that should be reviewed and considered in the context of using SRFax:

Additionally, there may be applicable policies and guidelines within respective programs. There may also be related direction and resources from regulatory/professional bodies (e.g., Community Pharmacy Standards of Practice – Transmission of Facsimile, Doctors of BC’s Guide to E-Faxing When Working Remotely).

Please ensure you are familiar with applicable guidance from your program area and/or professional body as appropriate.

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