I had the same concern at my last job. What helped us was using encrypted online fax tools alongside password-protected documents. The workflow was surprisingly simple for the team, and we didn’t need IT to babysit it. While looking for guidance, I came across https://digital-built-britain.com/ , which explains encryption, HIPAA-friendly faxing, and secure document exchange in a way that’s very practical. It really helped me set things up with confidence.