How to send a fax to an insurance company

Find the right fax number

Insurers often have separate fax numbers for new claims, ongoing claims, appeals, underwriting and provider services. Sending to the wrong one can add days or weeks.

• Use the number on your claim letter, denial letter or the form you are returning.
• If you only have a general number, call the insurer and ask for the fax number for your specific claim or request.
• Healthcare providers should use the number in the payer's current provider manual or portal for prior authorizations and appeals.
• Write down the name of the person who gave you the number and the date of the call.
• Check whether the insurer wants its own fax cover sheet or form for this type of request. Many appeal and authorization processes have one.

Send the fax step by step

FaxToFax.com, the service send-a-fax.com recommends, runs in any modern browser.

1. Combine the documents into one PDF in the right order, or scan the paper pages with your phone.
2. Sign in with your email and the one-time code.
3. Attach the file and add a cover page with the claim or policy number, the policyholder's name, what is enclosed, the total page count and your phone number.
4. Enter the insurer's fax number and check it when it is confirmed before sending.
5. Send, and wait for the Delivered status.
6. Download the time-stamped delivery receipt and keep it with your claim file.

For healthcare providers

When you fax protected health information to a health plan, HIPAA safeguards apply. The Business and Enterprise plans include a Business Associate Agreement, faxes are encrypted in transit and at rest, and replies from payers arrive in a private encrypted inbox instead of by email. Send only the minimum necessary records for the request.