What is Zoom Fax at UIC?

Overview

Zoom Fax lets UIC units send and receive faxes using the Zoom app. It replaces most legacy fax lines with a software-based option. This service must be requested. There is no additional service charge to enable Zoom Fax at UIC. Standard calling rates apply to outbound faxes.

Who can use it

UIC departments/units that request provisioning through Technology Solutions.

Requirements

• UIC Zoom account with Zoom Phone enabled.

• Online Fax must be enabled for the user or shared resource (e.g., call queue, shared line group) by UIC admins.

• Email-to-fax works only if specifically enabled.

How to request Zoom Fax

1. Select the Add a Telephone button on this page.

2. Submit a request indicating Fax Line and include:

   • Phone number(s) to enable (or request a dedicated fax number).

   • Who should have access (individual users and/or a team/queue).

   • Any special needs (shared mailbox).

Costs

• This service is part of the bundle.

• No additional monthly fee to enable Zoom Fax at UIC.

• Outbound fax usage follows normal calling rates (e.g., international long distance).
   

Basic use (after it’s enabled)

• Zoom app: Open Phone > Fax to view Inbox/Outbox, compose a new fax, attach files (PDF recommended), and send to a fax number.

• Tracking: View delivery status/history in the Fax tab. 
   

Limits and alternatives

• Zoom Fax is recommended for most needs.

• Please refer to https://hipaa.uic.edu/ to know what's approved for use with PHI.

Security and compliance

• Follow your unit’s approved practices for sensitive data. If your workflows involve PHI or other regulated data, coordinate with local IT/security before using fax features.
  Zoom Fax may be used for PHI when used properly. User behavior can still create HIPAA compliance risk, even when the platform itself is secure.

• Zoom Fax uses: 
  TLS for transmission
  Encryption at rest within Zoom infrastructure
  Account authentication via UIC SSO (EntraID)
  RBAC
  Audit Logging

User Responsibilities (Where Risk Occurs)

Even though Zoom Fax is secure, users can create HIPAA violations through behavior such as:

❌ Sending PHI to the Wrong Fax Number

• Mis-typed number
• Auto-fill errors
• Outdated contact information

❌ Not Verifying Recipient Identity

• Sending PHI without confirming the recipient is authorized

❌ Using Shared or Public Devices

• Sending/receiving PHI on unsecured computers
• Leaving sessions logged in
• Storing PHI outside approved UIC storage systems

❌ Downloading Faxes to Unsecured Locations

• Saving PHI to personal desktops

❌ Failing to Log Out

• Leaving Zoom sessions open on shared devices

❌ Using Personal Zoom Accounts

• PHI must only be sent through UIC-managed Zoom accounts

Support

• Submit a request via the Service Catalog page and mention “Zoom Fax,” or contact your local IT support for assistance.

Resources

Using Zoom Fax