The HIPAA-ready printer that leaves nothing behind
Print from any Windows program to AgencyView Documents: the PDF goes straight to encrypted storage, shows up in AgencyView for your team to file to the right client, and is erased from the computer. Here is what that means and how to set it up in about five minutes.
Most insurance agencies still print. A Scope of Appointment signed at the front desk, a copy of a client's ID card, a letter from a carrier. The paper gets scanned or saved as a PDF, and that copy lands somewhere: a Downloads folder, the desktop, a shared drive. It is the copy nobody is tracking, and the one that turns up when a laptop goes missing. AgencyView Documents is a printer that takes care of that last step. Print to it from any Windows program and the PDF goes straight to encrypted storage, shows up in AgencyView for your team to file to the right client, and is erased from the computer. We call it a HIPAA-ready printer with zero footprint. Here is what that means, and how to set it up. The two-minute setup walkthrough, with captions. What happens when you print You print as usual and pick AgencyView Documents as the printer. Nothing pops up. The PDF goes directly from the computer to encrypted storage on AWS, encrypted with a key used only for these documents. AgencyView has a signed Business Associate Addendum with AWS. Within a few seconds it appears in AgencyView under Client Management → Printed Documents , as Needs Review. As soon as AgencyView confirms it received the file, the copy on the computer is overwritten and deleted. What "zero footprint" means Nothing about a document stays on the computer once AgencyView has it. The PDF is overwritten, then deleted. The small log the computer keeps records only the document number AgencyView assigned, never the file name, because print titles usually include the client's name. If the internet is down when you print, the document waits in a folder that only the person who printed it and the computer's administrators can open. The computer tries again every five minutes, even with nobody signed in, and erases the document the moment it goes through. What "HIPAA-ready" means, and why we don't say "HIPAA compliant" HIPAA compliance describes how your agency handles protected health information: who can see it, how devices are secured, how staff are trained. There is no certificate a product can carry that makes an agency compliant, so we don't claim one. What this printer does is close the gaps that paper usually leaves open: Encrypted storage on AWS, covered by a signed Business Associate Addendum. Only your agency's staff can see your printed documents: admins, agents and CSRs in your agency. Your clients and other agencies never can. Two-factor to open. Opening a document asks for your two-factor code, and every open, filing and rejection is recorded with who and when, for your audit trail. One key per computer. AgencyView keeps only a fingerprint of each key, and you can revoke a lost one with a click. Your part: keep each office computer's drive encrypted (BitLocker, or Device encryption on Windows Home) and keep printing to this printer instead of saving copies. Filing a document to the right client Open Printed Documents and click Review . The PDF opens on the left. On the right, choose the document type (Scope of Appointment, application, ID card or license, ANOC or EOC, letter, or other), search for the client, select them, and click File to this client . If something isn't a client document, reject it. Filed and rejected documents stay listed on their own tabs, with who reviewed each one. Set it up in about five minutes In AgencyView, go to Client Management → Printed Documents → Printer keys . Type a name for the computer, like Front desk, and click New key . Copy the key right away; it is shown only once. Click Download PC setup and put the download on that computer. On the computer, install clawPDF , a free virtual printer for Windows. Download the .msi file and keep the default options. Unzip the AgencyView download and double-click Setup . Click Yes when Windows asks for permission. If Windows says it protected your PC, click More info , then Run anyway . Paste your printer key and press Enter. Setup creates the AgencyView Documents printer and sets it up for you. Print a test page. It should appear under Needs Review within a few seconds. Good to know It works on Windows computers. Each print job can be up to 50 MB. Give every computer its own key, so you can revoke one without touching the others. If a document doesn't show up, the computer's log is at C:\ProgramData\AgencyView\logs\intake.log. It lists document numbers only. AgencyView Documents is live now for every AgencyView agency. Read the announcement , or see everything that has shipped on the changelog .
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