Removing fax machines from within the NHS

You now have several safer and more efficient ways to share information:

• NHS Net Connect:
  The NHS.net Conect (nhs.net) system allows secure sharing of clinical and other information through email and other routes. It is the NHS-approved method for sending patient data by email, but only when both sender and recipient use nhs.net or an approved equivalent.
• Scanning and email:
  Combining a scanner with secure email allows you to send documents electronically instead of faxing them.
• Structured messaging:
  Some IT systems allow direct messages to be sent between pharmacy and GP systems. This reduces the need for manual communication and improves accuracy.

If your local GP practice is moving away from fax, it is important to agree how new processes will work.

You should work with GP practice teams to confirm how you will manage:

• urgent prescriptions; and
• other important communications previously sent by fax.

Many GP practices use shared nhs.net mailboxes. These allow multiple team members to access messages, helping ensure continuity if someone is on leave or unavailable.

We continue to encourage wider use of shared mailboxes. This helps pharmacy teams contact GP practices quickly and reliably, even when individual staff members are absent.

You can find further information here:

Removal of fax machines from general practice (NHS England)

The Department of Health and Social Care previously announced that fax machines should be phased out across NHS organisations and GP practices from 2020. Local ‘axe the fax’ campaigns supported the change.

The Community Pharmacy IT Group (CP ITG) also supported the removal of fax machines and the move to more modern, integrated digital systems.

Where fax is still in use, follow these safety steps:

• only use fax when no other communication method is available;
• confirm the correct fax number before sending; and
• check with the recipient that the fax has been received correctly.

You can also refer to Briefing: Ten steps to help improve data and cyber security within your pharmacy for wider best practice guidance on handling sensitive information.