Medical Scan-to-Email Not Working in 2026? What Perth Clinics Must Do Before Microsoft 365 Changes

# Medical Scan-to-Email Not Working in 2026? What Perth Clinics Must Do Before Microsoft 365 Changes

If your medical practice relies on scan-to-email functionality to digitise patient documents, referrals, and administrative paperwork, you may have noticed increasing authentication issues throughout 2025 and into 2026. These problems aren't isolated incidents—they're the result of Microsoft's enhanced security measures across Microsoft 365 that are fundamentally changing how email authentication works.

Understanding the Microsoft 365 Security Changes

Microsoft has been progressively tightening email security protocols to combat the rising tide of cyber threats targeting healthcare organisations. The changes affecting scan-to-email functionality include:

Enhanced Authentication Requirements

• Modern Authentication: Basic authentication (username/password only) is being phased out completely
• Multi-Factor Authentication (MFA): Now mandatory for most Microsoft 365 accounts
• Application Passwords: Legacy applications require special app-specific passwords
• OAuth 2.0: Modern apps must use secure token-based authentication

Impact on Medical Equipment

Many medical scanners, multifunction printers, and document management systems still rely on outdated authentication methods. When Microsoft disables basic authentication, these devices can no longer send emails directly through Microsoft 365 accounts.

Immediate Steps for Perth Medical Practices

1. Audit Your Current Setup

Document all devices that currently use scan-to-email functionality:

• Multifunction printers and scanners
• Digital X-ray systems
• Document cameras
• Practice management software with email features

2. Implement Application Passwords

For devices that support it:

• Generate unique application passwords in your Microsoft 365 admin centre
• Replace regular passwords with these app-specific credentials
• Test functionality immediately after implementation

3. Consider SMTP Relay Solutions

For practices with multiple devices, setting up an SMTP relay server can:

• Centralise email authentication
• Provide a buffer between legacy equipment and modern security requirements
• Allow easier management of email sending across all devices

4. Upgrade Legacy Equipment

Equipment manufactured before 2020 may lack the capability to work with modern authentication. Consider:

• Firmware updates where available
• Hardware upgrades for critical systems
• Replacement planning for end-of-life equipment

Alternative Solutions for Seamless Workflows

Cloud-Based Document Management

Modern document management systems offer:

• Direct cloud integration without email dependencies
• Secure patient document workflows
• Better compliance with healthcare privacy requirements
• Integration with practice management software

Secure File Transfer Solutions

Instead of email attachments:

• Use secure patient portals
• Implement encrypted file sharing systems
• Set up automated workflows that don't rely on traditional email

Hybrid Approaches

Combine multiple methods:

• Use scan-to-folder for internal documents
• Implement secure messaging for patient communications
• Maintain email for less sensitive administrative tasks

Ensuring Compliance and Security

Perth medical practices must balance functionality with regulatory compliance:

Privacy Act Requirements

• Ensure all document workflows maintain patient privacy
• Implement audit trails for document access and sharing
• Use encryption for any email-based document transfer

Healthcare Data Security

• Regular security assessments of document workflows
• Staff training on new processes and security requirements
• Incident response plans for potential data breaches

Getting Professional Support

The complexity of modern email security and medical IT requirements means many practices benefit from professional support. Issues to consider include:

• Compatibility between existing medical software and new security protocols
• Compliance with Australian healthcare regulations
• Integration between different systems and vendors
• Ongoing maintenance and security monitoring

Planning for the Future

Microsoft's security enhancements represent a broader trend towards stronger cybersecurity in healthcare. Practices that adapt now will be better positioned for future changes and improvements in medical IT security.

Consider developing a technology roadmap that includes:

• Regular equipment lifecycle planning
• Budget allocation for security improvements
• Staff training on new technologies and processes
• Relationships with trusted IT support providers

The transition away from basic authentication might seem disruptive, but it's ultimately about protecting your practice and your patients from increasingly sophisticated cyber threats.

If your Perth medical practice is struggling with scan-to-email issues or needs help navigating Microsoft 365 security changes, the experienced team at SkyComm specialises in medical IT solutions. Contact us at 1800 957 977 to discuss how we can keep your document workflows running smoothly while maintaining the highest security standards.