Where to find Fax: In the left sidebar, click Comms > Fax. A badge on the Fax item shows how many inbound faxes you haven’t opened yet.
Prerequisites: Faxing must be turned on for your organization, and you need at least one fax line. An admin adds a fax line under Settings > Phone Numbers by choosing Fax when provisioning a number. Until a fax line exists, the compose form shows “No fax line configured for this tenant.”
What You See on the Fax Page
The page is split into two areas:- Left side — Your fax list, newest first. Each entry shows a To badge (a fax you sent) or a From badge (a fax you received), the contact’s name, the date, and the page count. Sent faxes show a delivery status; unread inbound faxes show a blue New badge.
- Right side — The selected fax. Click any fax in the list to open it and view the PDF. If nothing is selected, you’ll see a prompt to pick one.
Filter the List
Use the chips above the list to narrow it: All, Outbound, or Inbound. If your clinic has more than one fax line, an All fax lines menu also appears so you can filter to a single line.Send a Fax
Sending a fax requires send access. If you can open the Fax page but the Send fax button does nothing, ask your admin to check your role.
Choose the fax line
Pick the line to send From. If your clinic has only one fax line, it’s selected for you.
Pick the recipient
Under To, search your saved fax contacts and select one. To fax someone new, click Add new contact and enter their name and fax number.
Add your documents
Drag PDF files onto the Attachments area, or click browse to choose them. Only PDF files can be faxed — other file types are skipped.
Cover Sheet
A cover sheet is included by default and added to the front of your fax. It carries your clinic’s letterhead and a standard confidentiality notice automatically. You can add an optional Re: subject line and a short Message for the recipient, or clear the Include cover sheet switch to send without one.Preview and Estimated Cost
Once you’ve attached a file, the composer shows an estimate of the page count, transmission time, and cost — for example,~3 pages · ~0.6 min · ~$0.12 estimated. This is an estimate; the actual cost is billed after the fax finishes sending. Use the Preview to see exactly what the recipient will receive, cover sheet and all.
If you close the composer with an unsaved fax, you’ll be asked to Discard fax draft? Your recipient and attachments are lost if you discard.
Send a Document from a Patient Chart
You can fax a document straight from a patient’s chart without re-uploading it.- From the chart: Open the patient’s Forms & Documents, find the document, and choose Send as Fax from its menu. The composer opens with that document already attached.
- While composing for a patient: Click Attach from patient chart to pick one or more documents from that patient’s records.
Receiving Faxes
Inbound faxes appear in the same list with a From badge and a blue New badge until someone opens them. The badge on the Comms > Fax menu item counts unread inbound faxes so your team can see at a glance when something has arrived. Opening an inbound fax marks it as read and clears the New badge. If the sender’s number isn’t already saved, it’s added to your fax contacts automatically so you can reply or label it later.File an Inbound Fax to a Patient Chart
When a fax belongs in a patient’s records — a referral, lab result, or signed form — you can file a copy straight into their chart.Open the fax and its actions menu
Click the inbound fax to open it, then click the actions menu — the ⋯ button at the top right of the fax.
Pick the patient and details
Search for and select the Patient. Choose a Document type (it defaults to Fax), and optionally type a Title — if you leave it blank, the fax is named after the sender, for example “Fax from Quest Diagnostics.”
Linking files a copy into the chart, so the fax also stays in your fax list. The original fax is never moved or removed.
Send an Inbound Fax for Review
To ask a provider to look at a fax — for example, to review a result or sign off on a referral — create a task for them.Choose Create task
From the fax’s actions menu (the ⋯ button), pick Create task. A task window opens, already titled “Review fax from [sender]” and set to the linked patient if the fax has one.
Change or Remove the Link
Filed the wrong patient, or no longer need the link? Open the fax and use its actions menu (the ⋯ button):- Relink patient — choose a different patient. The copy filed to the first patient is removed from their chart and a fresh copy is filed to the new one. Re-selecting the same patient changes nothing, so you won’t end up with duplicates.
- Unlink patient — confirm Unlink to remove the link. The copy filed to the patient’s chart is taken down and the fax no longer shows a linked patient. The fax itself stays in your fax list.
If the filed document has already been attached to a clinical note, you can’t relink the fax to a different patient — that would move the document away from the note’s patient. Detach the document from the note first (from the patient’s Forms & Documents), then relink.
Fax Statuses
Sent faxes show one of these statuses in the list and on the detail view:| Status | What It Means |
|---|---|
| Sending… | The fax is queued or transmitting. The status refreshes on its own. |
| Delivered | The fax reached the recipient’s machine. |
| Busy | The recipient’s line was busy. Try sending again. |
| No answer | The recipient’s machine didn’t pick up. Try sending again. |
| Failed | The fax couldn’t be sent. The detail view shows the reason. |
| Canceled | The fax was canceled before it went out. |
Manage Fax Contacts
Fax contacts are the labs, clinics, and partners you fax regularly. Open the Contacts page under Comms > Fax to manage them.Add or Edit a Contact
Click Add contact (or the pencil icon on an existing one). Enter a Name and a 10-digit Fax number — both required. You can also add an Organization, Notes, and an address. Click Create (or Save when editing).Start a Fax from a Contact
On the Contacts page, click any contact’s fax number to open the composer with that recipient already filled in.Remove a Contact
Click the trash icon and confirm Remove. Past faxes keep referencing the contact, so your history stays intact.Common Questions
Why can't I send a fax?
Why can't I send a fax?
Check three things: faxing is enabled for your organization, at least one fax line is set up under Settings > Phone Numbers, and your role has fax send access. If there’s no fax line, the compose form shows “No fax line configured for this tenant.” — ask an admin to add one.
What file types can I fax?
What file types can I fax?
Only PDF files. If you drag in another type, it’s skipped with a note. Convert other documents to PDF first, or attach them from a patient chart where they’re already stored as PDFs.
A fax shows Busy or No answer. What do I do?
A fax shows Busy or No answer. What do I do?
The recipient’s machine was busy or didn’t pick up. Start a new fax to the same contact to try again. If it keeps failing, confirm the fax number is correct.
Can I send without a cover sheet?
Can I send without a cover sheet?
Yes. Clear the Include cover sheet switch in the composer before sending. By default the cover sheet is included with your clinic’s letterhead and a confidentiality notice.
I linked a fax to the wrong patient. How do I fix it?
I linked a fax to the wrong patient. How do I fix it?
Open the fax, click the actions menu (the ⋯ button), and choose Relink patient to file it to the correct patient — the wrong copy is removed automatically. Or choose Unlink patient to remove the link entirely.
Where does a filed fax show up?
Where does a filed fax show up?
In the patient’s Forms & Documents, as a PDF. It’s labeled with the document type you picked (Fax by default), so you can find it alongside their other records.
Does unlinking a fax delete it?
Does unlinking a fax delete it?
No. Unlinking only removes the copy filed to the patient’s chart. The fax stays in your fax list, and you can link it to a patient again at any time.