PracticeSuite in association with Telnyx introduces the eFax feature which would enable customers to send and receive electronic fax messages. eFax encompasses numerous features.

eFax Features

1. Covering Letter – Covering letters can be included in the Fax. Custom cover letters can be created from letter master. Clients can use the system tags provided to populate the information in the letter. Set the group Code for the letter as FAX_COVER_LETTER so that it becomes available in the Covering Letter drop-down

 2. Fax Document against a Patient – The incoming fax document can be mapped to a patient with ease. The document would then be saved in the patient’s document manager section retrievable for future use.

 3. Send Fax to Referring Provider – User can search for the referring provider name from the fax compose window and can easily send the document to them with a single click.

 4. Archive Functionality – User can archive old/unimportant fax to archive folder.

 5. Fax EHR Docs– User can send EHR related documents (Visit HX, CPOE, Letters etc..) over eFax.

 6. Comments – User can add any number of comments against each fax. This will help different users in the specific account to identify each fax and work on it.

7. Client can port their existing Fax number – Client can use their existing fax number to send the fax by porting the number to Telnyx.

 8. Fax Report  – PracticeSuite also provides a report to View outgoing and incoming fax details.

 9. Mark As Read option – User can mark a fax message as Read after working on it.

10. Resend Option- PracticeSuite provides you the facility to resend Failed efax Messages (see section Fax Sent Box below.

11. Easy and Convenient- To send a fax from PracticeSuite, only the Fax number and the attachment are mandatory.

 eFax Setup

eFax can be configured Under Practice->Practice Options->Fax (see Image 1).

Image 1

Provide the Setup Information.

Covering letter-> Select an appropriate template from the drop-down. You can even create custom covering letters from the Letter Master using system tags. It is to be noted that the group code should be FAX_COVER_LETTER.

Fax Number-> Each account has different fax number which is used as the sender number. [Currently this configuration is being done by the implementation team]

Document Type-> Select the document type from the list; this will be the default value in the Compose Window and document Manager.

Enrolled Date->Include the date when the practice gets enrolled for eFax.

These values get defaulted while composing Fax. After giving setup info, click on Save and the account is ready to send the fax.

eFax Workflow

eFax window can be opened from Home Page -> Interoffice ->eFax; see Image 2.

Image 2

1. This will open the eFax Inbox by default.

2. The fax Messages in the Inbox are sorted by received time.

3. The following manipulations can be done to a fax message.

a. View the fax message

b. View the document

c. Map a patient

d. Mark as read

e. Archive the fax message

f. Add a comment

 4. User can use Pagination feature to navigate to old Fax messages.

Compose Fax

To create a new Fax message, Click on eFax icon click on Compose button

Image 3

Table 1 describes each of the fields in detail.

Field Description
To Enter the fax number/referring provider name.  If the selected ref provider has a fax number associated, the number will be populated into this field.
Name Once the user selects a ref provider, the corresponding provider name will appear in the Name field. Users can also type a name into the field.
Covering Letter Covering letters (template) can be added from Letter Master screen and selected from the drop-down. 
Related To Patient Associate to a patient by searching with Name or MR#.
Subject The subject of the fax message is entered here.
Attachments
Document Grayed-out by default, however, this becomes editable on selecting a patient in ‘Related to Patient’ field. This option allows the users to select the patient’s documents uploaded in Document Manager. Only one document can be attached for a message.
Visit Hx Grayed-out by default, however, this field becomes editable on selecting a patient in ‘Related to Patient’ field. This option allows the users to select a visit note from EHR. The maximum number of visits that can be selected is three.
Browse This PC Used to browse and select files in the user’s computer.  Max of three additional files can be selected.

Table 1

Supported File Types: IMAGE/JPG/JPEG/PNG/GIF, HTML, TXT, PPT, PPTX, XLS, XLSX, PDF (DOC/DOCX types are currently not supported).

Open a Fax

To open a fax from inbox, click on the fax message from Inbox to open a window as in Image 4.

Image 4

Once opened, the user will have the following options to handle the Fax message.

A. Map Patient using ‘Choose’ button:  When a patient needs to be mapped or the mapped patient needs to be changed, the user can use the ‘Choose’ button. This will open a pop up window as in Image 5. ‘Related to Patient’ is the field where a patient can be searched and selected.

Image 5

B. The Document Type field will be set to the one provided in the efax setup page. User can change this if needed and select any other document type from the drop-down. Once the fax is associated with a patient, the fax document will be shown under the selected category in patient document manager; see Image 6.

Image 6

Fax Sent Box

Users can view the list of sent faxes in the Sent box. Also the status of each fax (Queued/Delivered/Failed) is displayed here; see Image 7.

Image 7

1. For failed messages, users have the option to Resend the message; Click on the icon on the far right and select ‘Resend Fax’ (highlighted in Image 7).

 2. If the user opens the fax from the ‘Sent’ box they will have all the options as in the Inbox except the Archive and Mark as Read options.

eFax Archives

Archived faxes are available in the Archives folder; refer Image 8.

Image 8

Fax Transaction Report

E11. Fax Transaction Report at the report Central provides details on all fax transactions done in the system. See Image 9 for a sample report. Fax Date, Status (Queued/Delivered/Failed) are the search filters along with option to choose between Inbound and Outbound.

Image 9

eFax in EHR

Once your practice gets enrolled for eFax, all EHR pages which have the fax messaging functionality, will automatically use efax. To fax visit notes and lab orders, covering letter can be selected from the Covering Letter drop-down provided beside the Fax button. Covering letter templates are created from Letter_Master. Users can select the template to use for the message when sending the fax.