Sending & Receiving Faxes with Practice Better

Practice Better enables practitioners to send and receive faxes directly through their portal, without the need for a physical fax machine. This guide outlines the key features and steps involved in faxing documents within the platform.

• How to Fax Different Resource Types
• Adding Recipient Information and Sending a Fax
• Sender Details and Fax Quality
• Managing Fax Failures
• Managing Received Faxes
  • Adding and Managing Fax Contacts
  • Blacklisting Unwanted Numbers
  • Deleting a Fax
• 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: Requires purchasing credits to send faxes. Each page costs 1 credit (10 cents).
• Plus Plan: 150 pages per month, with the option to send additional pages using credits.
• Team Plan: 300 pages per month, also with additional pages available through credits.

How to Fax Different Resource Types

You can fax various documents, including: Session notes, Forms, Protocols, Single PDF files.

Note: All faxed documents must be in PDF format.

Faxing Session Notes

1. Navigate to the client's Notes section.
2. Click on More Options (three dots) next to the session note.
3. Select Fax to....

Faxing a Completed Form

1. Go to the client's Forms & Waivers section.
2. Click on More Options (three dots) next to the completed form.
3. Choose Fax to....

You can optionally include your private notes when sending faxes. Only forms/waivers created using our Form Builder can be faxed directly from your client's Forms & Waivers page. Faxed forms do not contain an audit trail.

Faxing a Published Protocol

1. Access the client's Protocols section.
2. Click on More Options (three dots) next to the published protocol.
3. Select Fax to....

Faxing PDFs from My Documents

1. Go to My Practice > My Documents
2. Click on a client's documents folder to locate My Uploads.
3. Click on a PDF document to select it.
   
   
   
4. Click on Fax to... from the right navigation menu.
   

Faxing PDFs from your computer

1. Navigate to My Practice > Faxes.
2. Click the Fast Action Button in the bottom-right corner.
   
3. Choose a document from your hard drive to fax.

Managing Fax Failures

If a fax fails due to a busy line or no answer, the system will automatically retry. If it fails again, you can manually retry by:

1. Going to the Sent Faxes section.
2. Selecting the fax.
3. Clicking Retry fax from the right navigation menu.
   

Adding Recipient Information and Sending a Fax

When preparing to send a fax, you must enter the recipient's details, including:

• Fax number (mandatory)
• Recipient name (mandatory)

For client-specific documents, you can auto-fill recipient details from the health providers associated with that client. Just start typing the provider's name into the Recipient name field.

This list will also include any contacts you've previously saved to your Fax Contacts list.

You can optionally Include a subject and message that will appear on the cover sheet if selected. 

Enable the Save contact information option to save the recipient to your Fax Contacts list. You can manage your contacts by going to Settings > All Settings & Preferences > Faxes.

Once you're satisfied with your fax details, click Send to send your fax. You can preview the fax before sending by clicking the Preview button.

If you've enabled Instant Alerts, you will receive a notification when the status of your fax has changed (e.g. delivered, failed). 

Sender Details and Fax Quality

Faxes are sent using a dedicated fax number if available; otherwise, a shared number is used. All faxes are sent at "Fine" quality (204x196 resolution), ensuring compatibility across devices. 

For notes, forms, and protocols we will optimize the PDF before sending. Optimizations may include adjusting the font colors for legibility (black and white) and rotating landscape pages to portrait mode.

Managing Received Faxes

A dedicated fax number must be associated with your account to receive faxes. Dedicated numbers are available on selected plans.

You will receive notifications via email and Instant Alerts for new faxes based on your on your notification preferences. You can access received faxes by going to My Practice > Faxes > Received Faxes.

You can view or download the fax by clicking the View or Download button respectively next to the received fax

If you've received a fax for a specific client, you can easily copy the associated PDF to their folder in your Documents section. 

1. Select the fax, then click the Copy to button:
   
2. From the popup, select the folder then click the Select folder button to copy the PDF:
   

Adding and Managing Fax Contacts

Saving fax contacts makes it easy to identify the origin of the inbound faxes on your Received Faxes page.

1. Select a fax and click Save Contact from the right navigation menu.
2. Manage contacts in Settings > All Settings & Preferences > Faxes.
   

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:

1. Select the unwanted fax.
2. 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 by first selecting it and then clicking the Trash button:

Managing Fax Preferences

You can keep track of sent and received faxes by going to your My Practice > Faxes page:

Manage your fax preferences by going to Settings > All Settings & Preferences > Faxes. On this page, you'll be able to set up cover sheet defaults and manage your existing fax contacts.