Online fax service for medical offices and clinics

Why medical offices still fax

Payers, pharmacies, hospitals and specialist offices all accept fax, and many accept nothing else. Replacing the machine does not change who you exchange documents with, it changes where the paper lands.

With an online fax service, incoming faxes arrive as PDF in the inbox of the person responsible, and staff send from their desks. Nothing sits in an output tray where a patient or visitor can read it.

What a practice gets with Faxy

• A dedicated fax number, or your current number ported over, so referring offices keep faxing the same place.
• Named users for front desk, billing and clinical staff, with control over who sees which number.
• A delivery receipt for each outgoing fax with the time, the number dialed, the page count and the final status.
• An activity log showing who sent, opened or downloaded each document.
• Encrypted storage and transfer, plus a searchable archive of sent and received faxes.
• Incoming faxes routed to the right team by email as PDF.

Referrals, authorizations and records requests

The daily traffic is predictable. A referral goes to a specialist, a prior authorization goes to a payer, a records request comes back from a hospital. Each one has a deadline and a patient waiting behind it.

The receipt tells you whether the transmission finished, so the front desk does not have to phone to ask if a referral arrived. If a send fails, you see it right away with the reason and can resend while the appointment is still days out.

Privacy controls that fit a clinic

Most fax privacy incidents come from people, not phone lines: a page left in a tray, or a number typed wrong. Named accounts, limited access per number and an activity log address both. Read the security page for the controls.

For the compliance side, see how Faxy approaches HIPAA compliant fax. The business associate agreement is part of the Enterprise plan, so ask for it before real patient documents move through the service.

Moving off the office machine

Most practices keep their number. Port it to Faxy or forward it while the transfer completes, then retire the machine and the dedicated line. Referring offices change nothing on their side.

Scanned paper, PDFs, Word files and images all convert to fax pages automatically. Staff can also send by email to a fax address, which suits busy front desks. See email to fax for how that works.

Choosing a plan for a practice

A single physician practice with one number fits Starter at 49 USD a month with 1,000 pages. A multi provider clinic that wants roles, several numbers and an API for the practice system fits Business at 129 USD with 5,000 pages. Multi location groups use Team. Annual billing takes 50 percent off the monthly price. Details are on the pricing page.

Shared inboxes for front desk and billing

Intake, referrals and billing often share one number. Give each person a login, decide who sees what, and keep a trail of who opened each fax. If a coordinator is out, a colleague with the right role opens the same inbox without sharing a password.

Pages are counted against a monthly allowance and you can watch usage, so a busy flu season does not surprise you at the end of the month.

How a practice sets up in a day

• Create the account and choose a new number or start a port of the existing one.
• Add staff and set which numbers each person can see.
• Route incoming faxes to the right inboxes.
• Send a test fax to a partner office and check the receipt.
• Retire the machine once the port completes.