RightFax Server
On-premise or hybrid fax server core. Handles inbound and outbound traffic with full audit logging, retry logic, and integration to downstream systems.
Healthcare & Compliance Document Delivery
OpenText RightFax Implementation Services
US healthcare still runs on fax. Referrals between hospitals, lab results, prior authorisations, and prescription transfers move via fax because Epic, Allscripts, and Cerner all certify fax interop and HIPAA accepts the audit trail. Financial services compliance, government records, and legal eDiscovery have the same dependency. Old fax estates — T1/PRI lines, standalone machines, aging WindowsFax servers — lose referrals, fail HIPAA audits, and crash on the wrong day. OpenText RightFax with RightFax Connect cloud transmission and Fax Aviator AI replaces that estate with a managed digital-first fax server. BCS implements the EHR/ERP integration, the cloud transmission cutover, and the Fax Aviator activation.
Epic and Allscripts certified
HEALTHCARE INTEROP
Certified integration with the major US EHR systems means referrals, lab results, and prior auths flow into the EHR workflow rather than into a fax tray.
No more T1/PRI lines
CLOUD TRANSMISSION
RightFax Connect moves fax transmission to cloud. The physical fax hardware retires; HIPAA audit trail strengthens.
AI inbound routing
FAX AVIATOR (CE 25.4)
Inbound faxes auto-route to the right destination — EHR record, claim file, legal hold — with content extraction and summary.
Architecture
Five Layers Of OpenText RightFax
An enterprise fax platform built for healthcare and compliance interop
Fax is not legacy infrastructure in US healthcare and several regulated financial services workflows. Epic, Allscripts, Cerner, and the prescription transfer networks all run on fax as the de facto interoperability standard. HIPAA accepts the fax audit trail. The interop reality is unlikely to change before the next decade.
RightFax modernises the fax estate without trying to replace it. Cloud transmission retires the physical infrastructure. EHR/ERP integration moves the fax workflow into the source system. Fax Aviator adds AI routing and extraction so inbound faxes land in the right downstream system automatically.
01 - RightFax Server
Enterprise fax server core
On-premise or hybrid fax server core. Handles inbound and outbound fax traffic with full audit logging, retry logic, and integration to downstream systems.
02 - RightFax Connect
Cloud transmission
Cloud fax transmission service that replaces the on-premise fax hardware (T1/PRI lines, fax boards). Connect handles the carrier interconnect; the server handles workflow and integration.
03 - EHR / ERP Connectors
Certified workflow integration
Certified integrations with Epic, Allscripts, Cerner, SAP, Oracle, Microsoft SharePoint. Faxes flow into and out of the source system's workflow rather than into a separate fax tray.
04 - Fax Aviator (AI)
Inbound routing and extraction
AI-driven inbound fax routing introduced in release 25.4. The Aviator module analyses inbound fax content, classifies the document type, extracts key fields, and routes the fax to the right destination automatically.
05 - Mobile And Email Integration
Send-from-anywhere
Send-from-email, print-to-fax, mobile send. Users send faxes from Outlook, the MFP device, or the mobile app without needing a fax line on their desk.
Why RightFax
The Four Triggers That Move RightFax From Consideration To Programme
RightFax programmes start when one of four operational realities forces the decision.
01 - Healthcare HIPAA audit
Auditors flagged the fax estate as a HIPAA risk
The HIPAA audit identified inconsistent audit logging on standalone fax machines and PHI exposure on shared fax trays. The compliance team has a remediation timeline. The CIO needs a managed fax server with end-to-end audit trail and Epic/Allscripts integration.
02 - Fax infrastructure end-of-life
T1/PRI lines and the WindowsFax server need to retire
The on-premise fax infrastructure is at end-of-life. T1/PRI lines are increasingly expensive and harder to source. The aging WindowsFax server crashes weekly. The CIO has accepted the migration is unavoidable; the question is whether to stay on-premise, go hybrid with cloud transmission, or move fully managed.
03 - Referral leakage
Referrals are being lost in the fax workflow
The hospital is losing 15-30% of inbound referrals because they sit in a fax tray nobody monitors, or because the receiving practice cannot retrieve them. RightFax with Fax Aviator routes referrals into Epic automatically with content extraction.
04 - Cross-system consolidation
Multiple fax platforms across geographies need to consolidate
Post-merger integration or multi-site consolidation surfaces three or four different fax platforms. The CIO needs one fax estate with one audit trail and one set of EHR/ERP integrations. RightFax becomes the consolidation destination.
Business Impact
Who Benefits From The RightFax Implementation, And Through Which Operational Lever?
RightFax has a healthcare- and compliance-led buyer panel. Each accordion names the specific lever.
Healthcare CIOEpic / Allscripts / Cerner workflow integration
For the Healthcare CIO, fax is part of the EHR workflow whether the leadership wishes it were or not. RightFax integrates fax into the EHR so the workflow is one system, not a fax tray plus the EHR.
- Epic, Allscripts, and Cerner certified integration — referrals and results flow into the EHR record.
- Inbound fax workflow inside the EHR — clinicians do not leave Epic to retrieve a fax.
- Centralised fax audit trail covers the entire healthcare network.
Chief Compliance OfficerHIPAA, FINRA, and SOX audit trail
For Compliance, the fax audit trail is a regulator-relevant artefact. RightFax provides end-to-end logging with integrity protections that aging fax estates lack.
- HIPAA-compliant audit trail end-to-end — from inbound receipt through EHR routing and storage.
- FINRA and SEC compliance for financial services fax workflows.
- Audit retrieval for fax-based interactions becomes a server query rather than a paper search.
Director Of Health Information ManagementReferral capture, prior auth turnaround
For Health Information Management, referrals, lab results, and prior authorisation responses arrive by fax in the dozens to thousands per day. Capture loss is direct revenue loss.
- Inbound referrals route into the EHR with Aviator extraction — capture rate rises.
- Prior auth response turnaround compresses as routing is automatic, not manual.
- Outbound document delivery (records release, attestations) is audited centrally.
CIOFax infrastructure retirement, multi-site consolidation
For the general CIO, the fax estate is technical debt with regulatory weight. RightFax with Cloud Connect retires the physical infrastructure while preserving the regulatory posture.
- T1/PRI lines and standalone fax machines retire with cloud transmission.
- Multi-site fax estate consolidates onto one platform with one audit trail.
- Send-from-email and mobile send replace the desk fax machine.
Financial Services Compliance OfficerRegulated fax workflows
For Financial Services compliance, mandated fax workflows (FINRA disclosures, SEC filings, certain banking confirmations) need an audited, integrated fax estate.
- FINRA and SEC compliance audit trail for the regulated fax workflows.
- Integration with Outlook, SharePoint, and document management for inbound disposition.
- Centralised legal hold capability for fax records under litigation.
Head Of Legal / eDiscoveryFax under litigation, records retention
For Legal and eDiscovery, fax-based communications fall under retention and hold orders. RightFax keeps the fax record discoverable and retainable on the same governance as email and document.
- Faxes are stored as discoverable records with metadata and audit trail.
- Legal hold can be applied to fax records alongside email and document.
- Search and retrieval of fax records during eDiscovery scoping.
CTOFax architecture, cloud-hybrid choice
For the CTO, RightFax offers a choice of on-premise, hybrid (server on-premise, transmission cloud), or fully cloud-managed. The architecture decision drives infrastructure cost and operational footprint.
- Choice of on-premise, hybrid, or managed cloud deployment.
- RightFax Connect cloud transmission replaces fax board hardware.
- Integration to MFP devices, Outlook, SharePoint, EHR/ERP through certified connectors.
CFOFax operating cost, line consolidation
For the CFO, the fax estate carries a recurring cost in lines, hardware, paper, and the labour of manual fax handling. RightFax reduces all four.
- T1/PRI line costs reduce or eliminate via cloud transmission.
- Paper-based fax handling reduces as inbound routes digitally.
- Fax-related labour cost drops as Aviator handles routing and extraction.
Capabilities
Components Of OpenText RightFax
Five product components organised across server, cloud transmission, connectors, AI, and user channels.
RightFax Connect (Cloud Transmission)
Cloud fax transmission service replacing on-premise fax boards and T1/PRI lines. Connect handles the carrier interconnect; the server handles workflow.
EHR Connectors (Epic, Allscripts, Cerner)
Certified integrations with the major US EHR systems. Inbound faxes route into the EHR record; outbound faxes generate from the EHR workflow.
ERP And Office Connectors
Certified integrations with SAP, Oracle, Microsoft SharePoint, Outlook. Faxes integrate with the source system's workflow rather than living in a separate tray.
Fax Aviator (AI)
AI-driven inbound routing introduced in release 25.4. Aviator classifies the inbound document type, extracts key fields, and routes the fax automatically. Modules: Assist, Route, Summary, Extract.
Mobile And Email Integration
Send-from-Outlook, print-to-fax through MFP devices, mobile send via app. Users send faxes without a dedicated fax line on their desk.
Records Retention And Legal Hold
Faxes stored as discoverable records with retention policy and legal hold capability. Same governance model as email and document records.
How BCS Implements This
The Six Workstreams — What BCS Owns, What The Client Owns, When Each Runs
A RightFax programme typically runs 10-18 weeks depending on the EHR/ERP integration scope. BCS sequences six workstreams.
01Weeks 1-3
Fax Estate And Workflow Discovery
The current fax estate is inventoried — lines, hardware, fax machines per site, current volumes, current audit logging, current EHR integration state. Critical fax workflows (referrals, prior auths, lab results) are catalogued.
BCS owns: discovery tooling, estate inventory, workflow mapping. Client owns: IT and clinical operations access, fax volume data.
02Weeks 2-6
RightFax Server And Cloud Transmission Design
The RightFax Server deployment model (on-premise, hybrid, managed) is selected. Cloud Connect transmission paths designed. Site-by-site cutover sequence planned.
BCS owns: deployment design, Connect configuration, cutover sequence. Client owns: network and carrier coordination, site readiness.
03Weeks 5-12
EHR / ERP Connector Activation
Epic, Allscripts, Cerner, SAP, Oracle, or SharePoint connectors activated as scoped. Inbound and outbound workflows configured against the source system. Provider directory and routing rules established.
BCS owns: connector configuration, workflow design. Client owns: EHR/ERP administrator access, clinical workflow sign-off.
04Weeks 8-14
Fax Aviator Activation
Fax Aviator (Assist, Route, Summary, Extract) configured for the inbound document types — referrals, prior auths, lab results. Aviator routing rules trained against representative inbound samples.
BCS owns: Aviator configuration, training data preparation. Client owns: Health information management sign-off on routing rules.
05Weeks 10-16
Records Retention And Anugal Access
Retention policy for fax records configured. Legal hold mechanics activated. Anugal IGA extends access governance over fax send/receive rights particularly for PHI-handling workflows.
BCS owns: retention configuration, Anugal policies. Client owns: compliance and records team sign-off.
06Weeks 14-18
Site Cutover And Legacy Decommissioning
Site-by-site cutover from legacy fax estate to RightFax. T1/PRI lines retire as Cloud Connect transmission takes over. Standalone fax machines decommission. Operational stability measured at each cutover gate.
BCS owns: cutover orchestration, stability measurement, decommissioning. Client owns: clinical operations sign-off per site cutover.
About BCS
BCS — The Agentic System Integrator For Content
Content programmes that ship as an operating model, not an event
BCS implements RightFax as part of the broader OpenText practice with healthcare and compliance specialisation. The team understands the difference between a fax replacement and a fax modernisation — the latter is what regulated industries can actually adopt.
The agentic system integrator model means three operating platforms travel with every RightFax programme.
Anugal
PHI access governanceIdentity governance over fax send/receive rights, particularly for PHI-handling workflows in healthcare. Segregation of duties enforced for outbound regulated document release.
deKorvai
Provider and patient directory qualityDirectory validation that runs before connector activation. Provider directory, patient master, and referral routing data are cleaned so Aviator routing lands on accurate identity.
Symphony
Site cutover orchestrationCutover orchestration for the multi-site fax estate. Per-site cutover gates, parallel-run windows, and rollback path execute as one workflow rather than dozens of independent site projects.
Recent Updates
What Has Changed In RightFax In 2026?
Three updates that shape the RightFax conversation in 2026.
Fax Aviator introduced with Assist, Route, Summary, Extract
Fax Aviator AI introduced in release 25.4. The four modules — Assist (authoring help), Route (auto-routing), Summary (inbound fax summarisation), Extract (field extraction) — modernise the inbound fax workflow.
Source: OpenText Fax updatesMarket leader in fax server category
OpenText RightFax holds the market-leader position in the fax server category, with US healthcare and financial services as the primary verticals. Enterprise customers (10,000+ employees) represent close to half the installed base.
Source: Fax server market dataEpic and Allscripts certified integration
OpenText RightFax holds certified integration with the major US EHR systems. Epic and Allscripts certifications mean referral and prior-auth fax workflows route through the EHR rather than into a separate fax tray.
Source: OpenText FaxFrequently Asked Questions
The five questions that decide the RightFax programme.
Why are we still using fax in 2026?
Because US healthcare interoperability has not displaced fax yet. Epic, Allscripts, Cerner, the prescription transfer networks, and HIPAA all accept fax. The major insurance and pharmacy benefit managers still send authorisations by fax. Replacing fax in healthcare requires the entire ecosystem to move at once, which has not happened. Modernising fax with RightFax is the realistic answer for the next decade. Outside healthcare, FINRA, SEC, and government compliance also retain fax for specific workflows.
Do we need to keep our T1/PRI lines?
No. RightFax Connect (cloud transmission) replaces the physical fax lines. The fax server handles the workflow; the carrier interconnect happens in the cloud. T1/PRI lines retire site by site as the cutover progresses. This is typically the largest infrastructure cost reduction in the programme.
How does Fax Aviator handle PHI?
Aviator runs within the OpenText cloud with the same security and HIPAA posture as the rest of RightFax. The classification and extraction happen inside the controlled environment, not against an external LLM service. Permission-aware routing ensures PHI lands only in the EHR record or other authorised destinations.
Can we keep multifunction printers as a send/receive point?
Yes. Most MFP devices (Xerox, HP, Canon) integrate with RightFax via print-to-fax or scan-to-fax workflows. The MFP becomes a send/receive endpoint, but the workflow, routing, and audit trail live in the RightFax server.
What is the commercial engagement model?
Most RightFax programmes run as fixed-milestone delivery (10-18 weeks for the initial scope), with discovery priced separately. The team typically includes a programme lead with healthcare or financial services compliance experience, two to three RightFax engineers, an EHR/ERP integration engineer, an identity engineer running Anugal, and a cutover lead. Multi-site rollouts add per-site cutover capacity.
Scope The RightFax Implementation In 30 Minutes
BCS runs a 30-minute readiness session covering the current fax estate, the EHR/ERP integration scope, the cloud transmission cutover plan, the Fax Aviator activation, and the records retention and legal hold posture.
30-minute discovery session*