Process a Received Fax

When a fax is received, there are many options for what to do with it: copy to another location within the system, share with the client or another staff member, print or archive.

Print a Fax

1. Go to the Faxes module.
2. Select Received Faxes from the View drop-down menu.
   • Faxes are listed in order by date and time with the most recent being at the top.
3. Double-click on a fax to open it.
   • A PDF of the fax will open.
4. To Print the fax, click the Printer icon above the top right corner of the fax.
   
   

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Save a Fax to a Computer

1. Go to the Faxes module.
2. Select Received Faxes from the View drop-down menu.
   • Faxes are listed in order by date and time with the most recent being at the top.
3. Double-click on a fax to open it.
   • A PDF of the fax will open.
4. Click the Download icon above the top right corner of the fax.
   
   

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Copy a Fax to a Client's Clinical Record

1. Go to the Faxes module.
2. Select Received Faxes from the View drop-down menu.
   • Faxes are listed in order by date and time with the most recent being at the top.
3. Double-click on a fax to open it.
   • A PDF of the fax will open.
4. Click the attach fax to clinical document link at the top.
   
   
    
   • The Select a Client window will open.
5. Use the filters at the top to locate and click on the client to attach the fax to.
   
   
    
   • The window will change to the Attach Fax window, listing the most recent clinical documents created for this client.
6. Enter a name for the fax being attached in the File Name field.
7. Click on the clinical document to attach the fax to OR select a form type from the [select...] drop-down menu to create a new clinical document to attach the fax to.
   • If the list of existing clinical documents is long, use the Filter field to narrow down the list by keyword, partial form number or form number.
     
     
      
8. Click Save.
9. The new clinical document or existing clinical document will open.
10. Make any further edits.
11. Click Save.
12. An attachment to a clinical document will be denoted by a paperclip icon.
    
    

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Send a Fax with a Message to a Client or Staff

1. Go to the Faxes module.
2. Select Received Faxes from the View drop-down menu.
   • Faxes are listed in order by date and time with the most recent being at the top.
3. Double-click on a fax to open it.
   • A PDF of the fax will open.
4. Click the message this fax link at the top.
   • The Send a Message window will open.

     NOTE: This option can only be used if the Messaging module is already being utilized.

5. Compose the message per standard processes.

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Copy a Fax to the Documents Module

1. Go to the Faxes module.
2. Select Received Faxes from the View drop-down menu.
   • Faxes are listed in order by date and time with the most recent being at the top.
3. Double-click on a fax to open it.
   • A PDF of the fax will open.
4. Click the copy to documents module link at the top.
   
   

   NOTE: This option should only be used for non-client-related documents AND if the Documents module is already being utilized. This means that there is a folder structure in place within the Documents module AND a means of notifying others when a document is to be reviewed. For more information on the Documents module, see this article.

   • The Copy Fax to Documents window will open.
5. Enter a name for the fax in the Name field.
   
   
    
6. Check the box for Delete the fax after copying it if you would like the system to do so.
7. Enter a description for the fax, if desired, in the Description field.
8. Select any applicable Tags, if desired.
   • To select multiple tags, hold the Ctrl button and click on the tags to highlight.
9. Using the filters, locate the folder the fax will go in and click on it.
10. Click OK.

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Copy a Fax to a Client/Payer Record

1. Go to the Faxes module.
2. Select Received Faxes from the View drop-down menu.
   • Faxes are listed in order by date and time with the most recent being at the top.
3. Double-click on a fax to open it.
   • A PDF of the fax will open.
4. Click the copy to client/payer link at the top.
   • The tools window will open.
5. Enter a name for the file in the Name field.
   
   
    
6. Enter a description in the Description field, if desired.
7. Select any applicable Tags, if desired.
   • To select multiple tags, hold the Ctrl button and click on the tags to highlight.
8. Check the box for Delete the fax after copying it if you would like the system to do so.
9. In the Client field, begin typing the client's first or last name. As the name is entered, a drop-down menu of options will display. Select the client name from the drop-down menu.
10. Once a client name is selected, a Payer drop-down menu will display, containing only the payer(s) assigned to the client in the Clients module. If the client has more than one payer, select the payer the fax should be attached to.
11. Click copy fax.

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Delete a Copied Fax Record

The ability to delete a fax record is only available by permission. Talk with a Champion if you do not have the ability to delete a fax record.

Once a received fax has been processed via one of the tasks above, because a copy has been made, it is recommended to delete the fax record from the Received Faxes view of the Faxes module. By deleting the copy from the Faxes module, the data storage volume of your database is reduced.

To ensure the fax has been processed and is safe to delete, the best practice would be to have the staff who processed the fax add a Note stating as much. This note will display on the Faxes module main page.

Additionally, if the fax has been copied, the Copied to column will display where it was copied to.

To delete the fax record:

1. Click once on the fax to highlight it. 
2. Click Delete in the top right-hand corner.
   • If the Delete button is not present, the staff's role does not have the delete permission.

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Archive a Fax

To hide a fax from the Received Faxes view in the Faxes module, check the box in the Archive column. 



This fax will now only be visible if the show archived box at the top of the window is checked.

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