Fax and OCR for EMR / EHR Solutions

The following EHR software manufacturers below have a Certification of Health IT through CCHIT, which assures purchasers and users that the systems and software offer the necessary components to meet the meaningful use criteria put out by the government.

RightFax (now OpenText Fax) has native integrations for many CCHIT-certified applications such as Epic, NextGen, and Oracle Healther (Cerner).

Organizations that adopt certified applications can better meet statutory requirements to qualify for payments under the Medicare and Medicaid EHR Incentive Programs.

RightFax implementation projects tend to be highly visible, with immense financial and operational stakes. We recommend beginning with a healthcare fax consulting engagement to lay out an appropriate and detailed roadmap for EHR fax integration.

From Fax Image to EHR-Ready Data

Turning an incoming fax into usable EHR data involves a specific, targeted read–understand–act sequence. Here's what happens between the page arriving and the information landing where staff can act on it.

1. OCR extraction

OCR converts the fax image into machine-readable text, regardless of handwriting, scan quality, or form layout.

2. AI-assisted field validation

Extracted fields such as patient name, date of birth, and provider NPI are checked against expected formats and any existing records, flagging mismatches before they reach the EHR.

3. Human review for low-confidence or ambiguous documents

Anything OCR or AI can't confidently interpret—such as a a poor scan, unusual form, or conflicting data—gets routed to a person instead of pushed into the EHR. Automation handles the volume; people handle the judgment calls.

4. HL7/FHIR/API output where supported

Validated data can be structured into an HL7 v2 message, a FHIR resource, or delivered through a direct API call, depending on what the receiving EHR supports.

EHR / EMR System

OpenText RightFax can dynamically integrate into practically any EHR / EMR system. With paperless fax solutions, health care companies can electronically receive data which can then be leveraged by OCR (optical character recognition) software in order to capture data and import into the EHR / EMR system. This allows for an even greater reduction of excessive process gaps and eliminates costly and time consuming processes like manual data entry. RightFax paperless fax solutions offer secure “point-to-point” communications with certified or encrypted delivery options that ensure every document’s integrity while facilitating HIPAA compliance for faxing and more generally.

Paperless Productivity offers expert RightFax support and implementation services for all outbound and inbound EHR fax integrations.