Fax Setup Guide

Set up and test integrated fax.

Integrated fax is included with both plans and requires provisioning. Request or port a number, verify recipients, send a test document, and confirm delivery before using fax with PHI.

Before you start

Your clinic supplies verified recipient and document information. The Intelligent Clinic OS team provisions a new fax number or coordinates a port request.

Workspace: inbound and outbound activity, delivery status, and failed-send visibility

Your clinic: existing number details, verified recipients, and test documents

We configure: a new fax number or number-port request

Go-live path: provision → verify directory → test → confirm delivery → review inbound

1. Request a fax number

Open Settings → Service Setup → Fax. Request a new number or begin porting an existing fax number. The request status shows when support needs information and when provisioning is complete.

Get a new fax number

Port an existing fax number

Track setup request status

Choose a preferred go-live date

2. Verify recipients and documents

Confirm referring physicians and fax numbers before using the line with PHI. The sender is responsible for choosing the correct recipient, patient, and document.

Verify the destination number

Choose the correct patient

Review the attached note or PDF

Confirm cover-sheet details

3. Send and verify a test fax

Open Fax Center, send a low-risk test document, then verify that the activity row reaches the expected sent or delivered state. Failed sends remain visible so staff can correct the destination or resend.

Outgoing activity is logged

Delivery status is visible

Failed sends remain actionable

Inbound items show linked or unlinked patient state

4. Review inbound documents

Inbound faxes appear in Fax Center with sender, pages, status, and any existing patient link. If an item is unlinked, staff should verify the patient outside the current inbox workflow before placing the document in a chart.

Safety boundary

Faxing can transmit PHI. Confirm patient identity, the recipient and destination number, document contents, authorization requirements, and BAA status before sending clinical information.