Who XenFax is best for
XenFax is an online fax service operated by Rivvs LLC. Users upload a PDF, enter the recipient's fax number and send, either as a one-off paid fax with no account or through a monthly plan with a dedicated number. Its medical pages focus on faxes to insurance payers, such as prior authorizations, appeals and referrals.
Best for
- Solo and small practices that need a dedicated fax number without a fax machine
- Billing and front-office staff sending prior authorizations and appeals to payers
- Practices that fax occasionally and want to pay per fax
Not ideal for
- Practices that want faxes to arrive inside the EHR inbox automatically
- Organizations that need multi-user administration, an API or third-party security certifications, none of which the site describes
- High-volume senders whose documents exceed the per-fax page limits
XenFax pros and cons
Pros
- Send a single fax with no account; Stripe handles payment
- Published, low pricing: $1.99 per standard fax, $2.99 per secure medical fax, plans from $9.99 per month
- Medical plan includes a Business Associate Agreement, unlimited medical faxes and audit trails
- Dedicated number with inbound faxing on subscriptions; existing numbers can be ported in 5 to 7 business days
- Free HIPAA cover sheet generator and payer fax directory
Cons
- Accepts PDF files only; guest sends are limited to 4 MB and 10 pages, and the Medical plan allows 25 pages per fax
- No EHR integration; documents must be exported to PDF and uploaded
- Security detail is limited: the site states 256-bit TLS encryption but does not describe encryption at rest, audit log retention or third-party certifications
- The site offers the BAA to subscribers (it is listed with the Medical plan), not with pay-per-fax sends
XenFax pricing
XenFax publishes its prices:
- Pay per send (no account): $1.99 per standard fax or $2.99 per HIPAA-compliant medical fax.
- XenFax Pro: $9.99 per month. Dedicated number, unlimited outbound faxes, inbound faxing, fax history, PDF storage and email notifications. Medical faxes cost $2.99 each on this plan.
- XenFax Medical: $29.99 per month. Everything in Pro plus unlimited medical faxes, a BAA, audit trails and transmission receipts, with a 25-page per fax limit.
Plans are monthly and can be cancelled at any time.
Key features
- Browser-based sending: upload a PDF, enter the number with country code, and send; status updates and delivery confirmation follow
- Dedicated fax number with inbound faxing on Pro and Medical, plus number porting
- Medical Fax Portal for HIPAA faxing to payers
- Transmission receipts with timestamps, delivery confirmation and recipient details
- Insurance payer fax directory and free HIPAA fax cover sheets
HIPAA, security and integrations
XenFax describes its medical service as HIPAA compliant and states that faxes travel with 256-bit TLS encryption. A Business Associate Agreement is included with the XenFax Medical subscription; the site says a BAA is available for subscribers, and pay-per-send pricing does not mention one. The vendor says documents are stored on HIPAA-compliant infrastructure and guest uploads are deleted after 24 hours. XenFax does not publish SOC 2, HITRUST or other certifications, its encryption at rest, or the underlying fax carrier. It does not integrate directly with EHRs; the vendor says it works with any EHR, including Epic, Cerner and Athena, because users upload exported PDFs.
XenFax alternatives
- Spruce Health — combines e-fax with a medical phone system, secure texting and video visits in one subscription.
- Weave — phones, texting, reminders and digital fax for practices that want communications in one platform.
- Paubox — HIPAA-compliant encrypted email, an option when recipients accept secure email instead of fax.
- Compliancy Group — a HIPAA compliance program to pair with any fax tool.
