Secure Scan-to-Email for Healthcare Organizations
Keep your existing copiers and scanners while connecting them securely to modern Microsoft 365 and Google email environments.
CMRelay is designed for healthcare organizations, medical practices, dental offices, clinics, and MSPs that need a secure way for legacy SMTP devices to send email without relying on outdated authentication methods.
No credit card required.
Healthcare Still Depends on Copiers and Scan-to-Email
Modern healthcare organizations may use Microsoft 365, Google Workspace, electronic health record systems, SharePoint, OneDrive, and other cloud platforms—but many still depend on copiers and multifunction printers for everyday document workflows.
The problem is that many of those devices were designed years before OAuth and modern cloud authentication became standard.
Replacing perfectly functional copier fleets simply because their SMTP capabilities are outdated can be expensive and disruptive.
CMRelay bridges that gap.
Legacy SMTP
Secure Device Relay
OAuth Delivery
Built With Security in Mind
Traditional SMTP relay commonly relies on a reusable SMTP username and password, a trusted IP address, or both.
CMRelay can verify each message using multiple independent attributes before accepting it for delivery.
1. Registered Device ID
The sending device must match a device registered and authorized within the CMRelay account.
2. Authorized Sending Address
The source email address must match an address authorized for that account and device.
3. Authorized IP or Subject Auth Code
The device is additionally verified using an authorized public IP address or a CMRelay Subject Authorization Code.
This three-layer authorization model is particularly useful for older devices that cannot support modern authentication and for environments where storing reusable SMTP credentials on a copier is undesirable.
No Static IP Required
Many medical offices, clinics, dental practices, branch locations, and home healthcare offices do not have a static public IP address.
That can make traditional IP-based SMTP relay difficult to use.
CMRelay’s Subject Authorization Code provides an alternative verification method that allows an authorized device to continue sending even when the site’s public IP address changes.
Static IP Available?
Use authorized source IP verification.
Dynamic IP?
Use a Subject Authorization Code instead.
Healthcare-Focused SMTP Relay Comparison
Several major SMTP services can send email securely, but they are built for different use cases. CMRelay is focused specifically on legacy devices and secure Scan-to-Email workflows.
Comparison information is based on publicly available product information and may change. HIPAA eligibility, BAA availability, and plan requirements should be confirmed directly with each provider. Use of a HIPAA-eligible service or execution of a BAA does not by itself make an organization’s overall environment HIPAA compliant.
Why Authentication Matters in Healthcare
A copier may look like a simple office appliance, but once it can transmit scanned documents containing patient information, it becomes part of the organization’s information security environment.
Using one shared SMTP username and password across multiple copiers creates a credential that may be difficult to rotate, audit, or isolate if one device is compromised.
CMRelay’s device-focused model provides an alternative by allowing authorization to be tied to the specific sending device, source address, and network or authorization code.
Reduce Credential Dependence
Legacy devices can send without storing a traditional SMTP username and password when using supported CMRelay authorization methods.
Identify the Device
CMRelay can verify the registered Device ID associated with the sending equipment.
Control Authorized Senders
Messages can be restricted to explicitly authorized source email addresses.
Use Your Existing Microsoft 365 or Google Mailbox
CMRelay can connect to Microsoft 365 and Google using delegated OAuth authentication.
This means the copier does not need to understand OAuth itself. The device sends using the SMTP functionality it already supports, and CMRelay handles the modern cloud authentication used for delivery.
This is especially useful as organizations move away from legacy SMTP authentication while still needing older devices to remain operational.
Move Beyond Scan-to-Email With Scan-to-Cloud
Email is not always the ideal destination for scanned healthcare documents.
CMRelay Cloud Connections can save attachments directly to Microsoft SharePoint, OneDrive, or Google Drive, allowing organizations to extend existing copier workflows into modern cloud storage.
SharePoint
Save scanned attachments directly to selected SharePoint locations.
OneDrive
Route scans into Microsoft cloud storage workflows.
Google Drive
Save scanner attachments directly to selected Google Drive folders.
Designed for Healthcare IT Teams and MSPs
CMRelay can be used by individual healthcare organizations or by managed service providers supporting multiple customers.
- Medical practices
- Dental offices
- Outpatient clinics
- Specialty healthcare practices
- Behavioral health organizations
- Home healthcare offices
- Healthcare administrative offices
- MSPs supporting healthcare customers
- Copier dealers servicing medical organizations
Business Associate Agreements
CMRelay offers Business Associate Agreements for qualifying customers and service plans that require HIPAA-supporting services.
A BAA defines the responsibilities of the covered entity and business associate regarding protected health information. Organizations remain responsible for evaluating their entire workflow, policies, access controls, users, endpoints, recipients, and other systems involved in handling PHI.
Keep the Copier. Modernize the Connection.
Modern security requirements should not automatically require replacing equipment that is otherwise working properly.
CMRelay gives healthcare organizations a way to continue using legacy SMTP devices while adding modern cloud authentication, device verification, and flexible authorization options.
Secure Scan-to-Email Without Replacing Your Copier
Connect existing copiers and scanners to Microsoft 365 or Google using CMRelay.
No credit card required.
Are You an MSP or Copier Dealer?
CMRelay’s Partner Program is designed for service providers that manage Scan-to-Email and SMTP relay services across multiple customer environments.
Partners receive discounted reseller pricing, centralized customer management, and a limited NFR account for internal use, testing, demonstrations, and training.
Learn more about the CMRelay Partner Program →
Important: CMRelay provides technology designed to support secure and HIPAA-regulated workflows, but no individual technology product can make an organization HIPAA compliant by itself. Customers are responsible for evaluating their own compliance obligations, policies, workflows, users, recipients, connected services, and configuration.
Third-party product information is provided for comparison purposes based on publicly available documentation and may change. Twilio states that SendGrid Email is not HIPAA eligible. Mailgun publicly advertises HIPAA compliance for qualifying services. Amazon SES participates in AWS compliance programs including HIPAA, and AWS provides BAAs for eligible workloads. SMTP2GO capabilities and compliance requirements should be verified directly with SMTP2GO before processing regulated data.