Faxing Client Notes, Forms, Protocols, and PDFs

Requirements and Plan Availability

🪄 Faxes can be sent using the Professional, Plus, and Team Plans. 

The Plus and Team plans include a set monthly number of faxed pages to send and receive in the subscription price; if you reach your monthly limit and already have credits for faxing on account, these will be used for your faxes until the included amount resets at the beginning of each month.

You can set up your add-on fax credits to auto-reload so you never have an issue with fax deliverability. Learn more about Managing Subscription Add-Ons and Credits →

Each plan has specific limits regarding the number of pages that can be faxed monthly:

• Professional Plan: Purchase credits to send faxes (1 credit = 10 cents per page).
• Plus Plan: Includes 150 pages per month; additional pages via credits.
• Team Plan: Includes 300 pages per month; additional pages via credits.

You can fax various resources including Session notes, Forms, Protocols, and PDF files. Practice Better now allows you to fax multiple documents in a single transmission, making it easier to send comprehensive information to recipients.

All faxed documents must be in PDF format.

💡 Did you know? On the Plus and Team plans you can use a dedicated fax number to receive faxes in Practice Better. Learn more about Managing Received Faxes in Practice Better → 

Faxing Client Notes, Forms, and Protocols

You can fax session notes, completed forms, and published protocols directly from a client's profile. The same fax modal allows you to select and combine multiple documents across all three resource types, up to a total of 20 documents in a single fax.

1. Go to the client's Notes, Forms & Waivers, or Protocols section.
    
2. Next to the item you want to fax, click the More Options menu (3 dots) > Fax to…
   
    
3. In the fax modal, you'll see the selected document listed under the appropriate section (Notes, Protocols, or Forms). You can add more documents by expanding any of these sections and selecting additional items to include in the same fax.
   

📍 Please note:

• Session Notes will be faxed in their entirety with all text sections included (no option to hide sections).
• Resources linked to Notes, like Labs, Documents, Tasks, or Protocols, won't be included in the fax.
• Only forms created with Practice Better's Form Builder can be faxed directly.
• You can optionally include your private form annotations when faxing a completed form (Go to the Form > Fax to…).

Faxing PDF Uploads

You can fax PDFs directly from Practice Better, either from your already uploaded files in your Practice Better's My Documents page, or by selecting files saved on your local computer.   

Faxing PDFs from My Documents

1. Go to My Practice > My Documents.
    
2. Click on a client's documents folder to locate My Uploads or Team Uploads.
    
3. Click on a PDF document to select it.
   
    
4. Click on Fax to... from the right navigation menu.
   
    
5. Enter the recipient information and send the fax.
   

Faxing PDFs from Your Computer

Practice Better allows you to upload one or more PDF files from your computer in a single fax transmission.

1. Go to My Practice > Faxes.
    
2. Click the Fast Action Button in the bottom-right corner to Upload and fax.
   
    
3. You’ll see your device’s local document finder open where you can select one or more files to upload.
    
4. Click Attach files to choose additional documents from your computer.
   
    

Selecting multiple files at once is an easy way to fax multiple pages to a single recipient. The files you select will be combined into a single fax and delivered to the specified recipient. 

You can upload up to 10 PDF files at once, with the following size restrictions:

• Maximum of 25 MB per individual file.
• Maximum total size of 100 MB across all files in a single fax.

For example, if you upload four files that are each 25 MB, you've reached the 100 MB limit and cannot add more files to that fax. Alternatively, you could upload 10 smaller files as long as their combined size doesn't exceed 100 MB.

Adding Recipient Information and Sending a Fax

Once you've selected your document(s) to fax, you'll need to provide recipient details and send your fax.

• Enter the recipient's fax number and name (mandatory).
• Auto-fill recipient details from your saved fax contacts by typing the recipient's name.
• Optionally add a Subject and Message for the cover sheet.
• Attach more files 
• Enable Save contact information to add the recipient to your Fax Contacts.
• Click Send to transmit your fax.

Get notified about fax delivery with Instant Alerts  →

Sender Details and Fax Quality

Sending faxes uses a dedicated fax number if available; otherwise, a shared number is used. All faxes are sent at "Fine" quality (204 x 196 resolution) for optimal compatibility with receiving fax machines.

PDFs are automatically optimized for legibility, converted to black and white, and formatted in portrait orientation to ensure the best possible transmission quality.

Managing Fax Failures

If a fax fails due to a busy line or no answer, the system will automatically retry.

📍 Note: Faxes may fail to send if you have reached your monthly quota or used all your faxing credits. Check your plan usage to confirm, and purchase more credits if needed. Learn more about Managing Subscription Add-Ons and Credits →

If a fax fails again:

1. Go to the Sent Faxes page.
2. Select the fax.
3. Click Retry fax from the right navigation menu.
   

📍 Note: Faxes that fail to deliver due to insufficient credits or storage are not queued to be delivered later; they're not received. The sender would need to resend them.

Managing Fax Preferences

You can keep track of sent and received faxes by going to your My Practice > Faxes page. This central hub gives you access to both your Sent Faxes and Received Faxes folders, making it easy to review your fax history and monitor transmission status.

For additional faxing settings, go to Settings > All Settings & Preferences > Faxes. 

Here you can:

• Set your default sender name for cover sheets
• Configure notification preferences for approaching monthly fax limits
• Enable or disable automatic cover sheet inclusion with new faxes
• Add new fax contacts to your shared contacts list (Plus plan only)
• View and manage your blacklisted numbers (Plus plan only)

These preferences help streamline your faxing workflow and ensure consistent, professional communication with every fax you send.