FlexTG Helps Healthcare Organization Cut Faxing Costs by 50% - Saving $34K Per Month
Organizational Background and Faxing Reliance
A non-profit healthcare organization, operating six hospitals across Pennsylvania and New York, relied heavily on faxing to support its operations. With monthly faxing volumes exceeding 450,000 pages, the organization’s legacy infrastructure consisted of a fragmented mix of copper POTS lines, an aging on-premise RightFax server, and a third-party T38 FOIP system. This outdated setup led to inefficiencies, escalating costs, and compliance risks.
Key Operational and Compliance Challenges
The healthcare organization faced numerous challenges due to its outdated faxing environment. Managing more than 500 fax numbers across multiple providers resulted in a highly fragmented system.
Fax-related expenses, including lines, servers, maintenance, and shredding, totaled approximately $56,000 per month. Compliance risks emerged as the FCC 19-72A1 deregulation of POTS lines threatened to increase rates or eliminate service.
Operational inefficiencies, such as disconnected systems causing workflow delays, lost confirmations, and costly downtime, compounded the problem. Furthermore, faxing remained mission-critical for the organization’s Epic EMR workflows, highlighting the need for a more reliable, integrated, and secure solution.
FlexTG's CloudFax Solution and Deployment Strategy
FlexTG partnered with EtherFax to deliver a CloudFax solution that eliminated the organization’s reliance on physical fax infrastructure and streamlined workflows. To simplify deployment, FlexTG reserved a new block of 550 fax numbers, avoiding number porting complexities.
Using CloudFax ERIS, documents were routed directly into Outlook, Epic, and departmental folders, creating seamless integration across the enterprise. Proof-of-concept testing accelerated adoption, allowing the organization to add new fax lines in under an hour. A phased rollout, with weekly standing calls and full IT engagement, ensured a smooth migration, completed in under 90 days.
Quantifiable Results and Business Outcomes
The deployment of FlexTG’s CloudFax solution quickly delivered measurable improvements across cost, efficiency, compliance, and scalability:
- 50% Cost Reduction: Monthly costs dropped from $56,000 to $22,000, yielding a savings of $34,000 per month
- Efficiency Gains: Eliminated analog lines, toner, and physical faxing, enabling secure send/receive from anywhere
- Compliance & Security: HIPAA-ready, auditable, and fully integrated with Epic
- Scalability: Rapid provisioning of new fax numbers and workflows
- Innovation Roadmap: Exploring EtherFax’s AI-driven Weave solution for intelligent fax-to-data workflows
Conclusion: A Foundation for Long-Term Efficiency and Innovation
By replacing its outdated fax systems with FlexTG’s CloudFax solution, the healthcare organization transformed a fragmented, high-cost infrastructure into a streamlined, secure, and scalable platform. The organization not only cut operating expenses in half but also eliminated compliance risks and gained the agility to support evolving healthcare workflows.
With this foundation in place, the organization is well-positioned to continue innovating and exploring advanced solutions like AI-driven fax-to-data automation, ensuring long-term efficiency and reliability across its health system.