Practice Better allows practitioners to send and receive faxes directly through their portal without needing a physical fax machine. Whether you're sending a single document or multiple files at once, the faxing features are designed to streamline your communication workflow.
In this article:
- Plans and Fax Limits
- Faxing Client Notes, Forms, and Protocols
- Faxing PDFs from Your Computer
- Adding Recipient Information and Sending a Fax
- Sender Details and Fax Quality
- Managing Fax Failures
- Managing Received Faxes
- Managing Fax Preferences
Plans and Fax Limits
Faxes can be sent using the Professional, Plus, and Team Plans. The Plus and Team plans include a set number of faxed pages in the subscription price. These amounts reset at the beginning of each month.
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.
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.
- Go to the client's Notes, Forms & Waivers, or Protocols section.
- Next to the item you want to fax, click the More Options menu (3 dots) > Fax to…
- 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 sections included.
- 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
Faxing PDFs from My Documents
- Go to My Practice > My Documents.
- Click on a client's documents folder to locate My Uploads or Team Uploads.
- Click on a PDF document to select it.
- Click on Fax to... from the right navigation menu.
- Enter the recipient information and send the fax.
Faxing PDFs from Your Computer
Practice Better now supports uploading multiple PDF files from your computer in a single fax transmission.
- Go to My Practice > Faxes.
- Click the Fast Action Button in the bottom-right corner to Upload and fax.
- You’ll see your device’s local document finder open where you can select one or more files to upload.
- Click Attach files to choose additional documents from your computer.
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.
If it fails again:
- Go to the Sent Faxes page.
- Select the fax.
- Click Retry fax from the right navigation menu.
Managing Received Faxes
Receiving a fax in Practice Better requires a dedicated fax number (available on Plus and Team plans). When faxes arrive, you'll receive notifications through both email and Instant Alerts, ensuring you never miss important incoming communications.
Access received faxes at My Practice > Faxes > Received Faxes.
You can View or Download the fax by clicking the respective buttons next to each received fax.
If you've received a fax for a specific client, you can copy the faxed PDF to the client's folder in your Practice Better Documents.
- From your Received Faxes page, select the fax, then click the Copy to button.
- From the popup, click on a folder, then click the Select folder button to copy the fax PDF.
- You'll see a Fax Copied confirmation message near the top-right of your screen.
Adding and Managing Fax Contacts
Saving fax contacts makes it easy to identify the origin of the inbound faxes on your Received Faxes page.
- Select a fax and click Save Contact from the right navigation menu.
- Saving a fax contact requires the fax number, first name, last name, and occupation as minimum required information.
- Manage your fax contacts in Settings > All Settings & Preferences > Faxes.
- Click Add another to save a new fax contact, or click the Fast Action Button in the bottom right. Fax contacts can be shared among practitioners in a Team plan. Learn more.
Once you've saved a contact, you will see their name appear before the number next to each received fax in the list.
Blacklisting Unwanted Numbers
To prevent spam faxes, go to your Received Faxes page and follow the steps below.
- Select the unwanted fax.
- Click Blacklist number from the right navigation menu.
You can remove numbers from your blacklist by going to Settings > All Settings & Preferences > Faxes.
Deleting a Fax
You can delete a fax from your Received Faxes page.
- Select the fax and click the Trash button to delete.
- Deleted faxes can't be retrieved.
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.
Configure cover sheet defaults and manage contacts in Settings > All Settings & Preferences > Faxes.
Here you can:
- Set your default sender name for cover sheets
- Configure notification preferences for approaching monthly send/receive limits
- Enable or disable automatic cover sheet inclusion with new faxes
- Add new fax contacts to your shared contacts list
- View and manage your blacklisted numbers
These preferences help streamline your faxing workflow and ensure consistent, professional communication with every fax you send.