Manage Fax Activity in your Practice

Module: Admin App

Let’s explore how to effectively manage fax activity for your practice.

1. Log in to the Admin App.

2. Navigate to the Fax section.

Filters and Controls

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

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.
Status	Shows the faxes are Unread or Read.
Pages	Total number of pages in the received fax.
File	Click View to open or download the fax in PDF format.
Location	Location related to the Fax
Notes	Any remarks entered by users (e.g., “Prescription Fax,” “Lab Report”).

To view the Activity, Preview, Print, 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	The 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.
Location	The location where the fax is sent.
Delivery	The status of the fax is failed or delivered.
Notes	User remarks or system messages (e.g., “Treatment plan,” “X-rays attached”).

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

To view the Activity, Preview, Print, or Download the file that was faxed:

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

How to Add a New External Contact

1. Click the Contacts drop-down and select +Add New Contact.

2. Entering the recipient’s First Name, Last Name, and Fax Number.

3. Click Save Contact.

Tip: Use Add New Contact feature to add external contacts to fax.

To Edit a Fax Contact

1. Click the Contacts drop-down and hover over the contact you want to edit.

2. Click the pencil icon next to the contact.

3. Make the required changes.

4. Click Update Contact.

To Delete a Fax Contact

1. Click the Contacts drop-down and hover over the contact you want to delete.

2. Click the bin icon next to the contact.

3. In the confirmation message, click Delete.

To learn more about Fax, check out: All About Fax Management: Numbers, Cover Pages, and Activity.

Support

Need further help? Contact [e-mail] or call [phone].