Manage Fax Activity in your Practice

Created by Priya p, Modified on Sat, 21 Mar at 2:32 PM by Priya p

TABLE OF CONTENTS

Accessing the Feature
Filters and Controls
Dashboard Overview
Inbox Tab
Sent Tab
Use Cases
Highlights
Best Practices
FAQ's
Edge Cases
Support / Contact

Accessing the Feature

Log in to the Admin App.
Navigate to the Fax section.

Filters and Controls

Filter/Control	Description
A) Show Only	Select a custom date range such as “Last 7 days,” “Last 30 days,” or “Custom Range.”
B) Location Dropdown	Filter results by office or practice location.
C) Search Fax	Search by fax number or name to find a specific record.
D) Contacts	Shows the list of saved fax numbers and provides the option to add new contacts by entering the recipient’s first name, last name, and fax number. Manage saved Contacts directly from the Fax screen for quicker faxing access.

Tip: To add a new contact, click the Contacts drop-down and select +Add New Contact.

Dashboard Overview

The Fax dashboard contains two tabs:

A) Inbox Tab – Displays all received faxes.

B) Sent Tab – Displays all outgoing faxes.

Inbox Tab

The Inbox tab displays all incoming faxes received by the system. Each entry includes sender details, time of receipt, number of pages, and access to view the fax document.

Key columns

Field	Description
Date	Timestamp of when the fax was received.
From	Fax number or contact name of the sender.
To	Receiving fax line number in your practice.
Pages	Total number of pages in the received fax.
File	Click “View” to open or download the fax in PDF format.
Note	Any remarks entered by users (e.g., “Prescription Fax,” “Lab Report”).
Status	Shows delivery confirmation. “Delivered” means successfully received.

To preview or download the file that was faxed:

Click the three dot menu (⋮) located in the From column and select the necessary option.

Sent Tab

The Sent tab displays all outbound fax activity. It allows admins to verify whether a fax was successfully delivered or failed to reach the recipient.

Key columns

Field	Description
Date	Time the fax was sent.
From	Fax number associated with the sender (practice line).
To	Recipient fax number or contact name.
Pages	Total pages included in the fax.
File	'View' button opens the sent PDF copy.
Note	User remarks or system messages (e.g., “Test Fax,” “Failed: Unable to Connect to Recipient”).
Status	Delivery status — Delivered, Failed, or Pending.

Tip: Use the Fax Status drop-down to sort the grid by fax statuses.

To preview or download the file that was faxed:

Click the three dot menu (⋮) located in the To column and select the necessary option.

Use Cases

Lab Reports/Referrals: Receive medical reports or send patient details securely to partner clinics.
Insurance Documentation: Send claim forms or pre-authorization documents directly to insurance providers. This ensures HIPAA-compliant data exchange.
Prescriptions / Orders: Forward prescriptions or material orders without printing or scanning.

Highlights

The admin can view all sent and received faxes across the practice directly from the Fax dashboard.
PDF view and download available for each fax.
Separate tabs for Inbox and Sent faxes for easy management.
Filter and search functionality for quick access to specific faxes.

Best Practices

Review Failed faxes to resend or verify recipient numbers.
Use descriptive Notes (e.g., “X-ray Request,” “Lab Report”) for easy retrieval later.
Verify that the Fax Numbers under Configuration are active and correctly mapped.

FAQ's

Q: Why does a fax show “Failed: Unable to Connect to Recipient”?
A: The recipient’s line may be busy, offline, or invalid. Retry sending or confirm the destination number.

Q: Can I send a fax to multiple recipients?
A: No, each fax must be sent individually to ensure accurate delivery tracking.

Q: How can I view older fax records beyond 30 days?
A: Change the Show Only filter to a custom date range or export the data before archival.

Q: Can I send a fax from my computer to a traditional fax machine?

A: Yes. You can send faxes directly from your computer to any online or physical fax machine, as long as you have the recipient’s fax number. If the recipient is not using an online fax service, they will still receive the document on their traditional fax machine.

Edge Cases

Fax delivery depends on the recipient’s line availability. If the recipient’s fax machine is busy or offline, the fax may fail or retry automatically.
The maximum file size limit for a single fax is 20 MB.
Supported file formats for sending faxes are PDF and TIFF.

Support / Contact

Need further help?

Email: support@voicestack.com
Phone: 407-833-6436