Fax Messages in Halaxy

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Subscribing for a dedicated fax number in Halaxy allows you to send and receive fax messages electronically without the need for a physical fax machine. Your fax number is reserved solely for you and your practice, so recipients can easily identify you. Once you have subscribed, your incoming and outgoing fax messages are stored in your Halaxy Fax Messages list.

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Subscribing for a fax number in Halaxy and user access levels

Subscribing for a fax number costs 150 credits per month and allows you to send 150 pages and receive 1000 pages per month. If you exceed these limits, you will be charged 2 credits per page over the limit, withdrawn automatically from your credit balance at the end of the 30-day billing cycle. You can cancel your subscription at any time.

Subscribing for a fax number is only available at the group level. Any practitioner in your group will be able to send fax messages; however, users with Personal Access, Clinical Access or "Own records and others' contact" Access will only be able to see fax messages they send themselves and cannot see received fax messages. Users with Full Access can see all sent and received fax messages.

To subscribe for a fax number:

  1. Click Settings > Add-ons.

  2. In the Group Add-ons section, click Add a Subscription. You must be a Full Access user.

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  3. The Add-ons pop-up appears. Click Purchase Fax Dedicated Number.

  4. Click Purchase.

RESULT: Your request for a dedicated fax number is sent to Halaxy. Please allow up to 3 business days for Halaxy to activate your number. You will be notified when your subscription is active. Your subscription begins at the time your number is activated.

Your fax number

Once your subscription is active, you can see your fax number by hovering over the tooltip in the Add-ons screen. You can provide this number to your professional contacts as required.

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Your fax number is also shown whenever you send a fax message.

Porting your existing fax number to Halaxy

If you already have a fax number outside of Halaxy and would like to use the same number for fax in Halaxy, we may be able to port your number over.

If your fax number is with GoFax, please email us at community@halaxy.com and include your GoFax fax number in the body of your email.

If your fax number is with a fax provider that is not GoFax, please email us at community@halaxy.com for further information.

Recording recipient fax numbers

Patients, professional contacts and organisations can have one fax number recorded in Halaxy on their profiles. To add a fax number, navigate to the profile and select "Fax" when adding a phone number:

Adding a fax number to a specialist's profile in Halaxy

Image: Adding a fax number to a professional contact's profile in Halaxy

Note

Fax numbers must be in the format +613 12345678, where +613 is the country and area code. Spaces do not matter.

Please ensure you enter a valid recipient fax number. If you send a fax message to a valid phone number that is not a fax number, the fax will still count towards your limit for sent pages.

Viewing received fax messages and previously sent messages

Your fax messages sent and received via Halaxy can be found in Contacts > Fax Messages. This lets you see the status, direction and date of each message. Please note that users with Personal Access, Clinical Access or "Own records and others' contact" Access will only be able to see fax messages they send themselves. Users with Full Access can see all sent and received fax messages.

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To view a message, including any attached files to the message, simply click it from the list. This will bring up the View Fax Message page:

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This page lets you see the faxed pages and details about the fax message. You can also link a patient, professional contact and/or organisation by clicking Link Patient, Professional Contact or Organisation.

The fax status is shown in a coloured label. If the status is Processing, you can click Check Fax Status to update the status.

In the Fax Page section, you can view the fax message and attached files. If the fax message exceeded your monthly limit, the credit usage is also shown after the fax message has finished sending.

Sending a fax message

There are two ways to send a fax message via Halaxy:

  • Faxing a clinical note (with or without attached files)

  • Faxing a file without a clinical note

Clinical note are sent as PDF files. When attaching other files, only the following file types can be faxed: DOC, DOCX, PDF, TIF, TIFF, TXT, XLS, XLSX, HTM, HTML, GIF, PNG, JPG, JPEG, RTF, BMP, PPT, PPTX, SFF, PS.

Note

If a fax message fails to send (for example, the line is busy or the number is incorrect), you will receive a notification in Halaxy at the top of the screen. Please see this list of GoFax error codes for explanations of error messages.

Failed fax messages do not count towards your page limit unless the recipient fax number is a valid phone number that is not a fax number.

Faxing a clinical note (with or without attachments)

To fax a clinical note:

  1. Navigate to the clinical note.

  2. Click the blue triangle in the top-right of the note and select Fax. Alternatively, click the fax icon in the top-right of the page.

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  3. The Send Clinical Note Fax pop-up appears. Select a recipient type (patient, professional contact or other) and enter part of the recipient's name in the recipient field. A drop-down menu will appear with matching recipients; select the one you want.

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  4. (Optional) If the clinical note has attachments, click the Attachments field to add any of the clinical note's attachments to the fax message. Attached files will count towards your page limit. The following file types can be faxed: DOC, DOCX, PDF, TIF, TIFF, TXT, XLS, XLSX, HTM, HTML, GIF, PNG, JPG, JPEG, RTF, BMP, PPT, PPTX, SFF, PS.

  5. Click Send.

RESULT: The clinical note status is set to Published, which populates dynamic terms and locks the note. The note is then faxed as a PDF along with any attached files to the recipient fax number. Please note that the number of pages used by the fax message can only be calculated after it has finished sending.

Faxing a file without a clinical note

To fax a file without a clinical note:

  1. Click Contacts > Fax Messages.

  2. Click Send Fax at the top-right of the page.

  3. The Send Fax pop-up appears. Enter a recipient fax number (please ensure you enter a correct number; if you enter a valid phone number that is not a fax number, the fax will still count towards your page limit).

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  4. Click Add File to include attachments. The following file types can be faxed: DOC, DOCX, PDF, TIF, TIFF, TXT, XLS, XLSX, HTM, HTML, GIF, PNG, JPG, JPEG, RTF, BMP, PPT, PPTX, SFF, PS.

  5. Click Send.

RESULT: The selected attachments are faxed to the recipient number. Please note that the number of pages used by the fax message can only be calculated after it has finished sending.

Checking your page usage - Fax Report

Whenever you send a fax message in Halaxy, your pages sent for the current billing cycle will be shown. Please note that this does not include the pages used by the message you are about to send - this can only be calculated after the message is sent.

To check how many pages you have received, you can run a fax report.

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