Guide to fax messages

Who can do this?

  • All users: Can view own sent messages

  • Full Access: Can view all sent and received fax messages for practice group

  • Available in Australia, New Zealand, UK and EU

  • Requires Halaxy credits

When you subscribe to a dedicated fax number on Halaxy, you can 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 your recipients can easily identify you.

Once you have subscribed, your incoming and outgoing fax messages are stored in your Fax Messages list.

Note

Want to keep track of your fax usage? Run a fax report!

Overview

A dedicated fax number is available at a group level and requires a monthly subscription of 150 credits per month. If you have an existing fax number, you can port it to Halaxy to continue using it.

Your subscription allows you to send 150 pages and receive 1000 pages per month. If you exceed these limits, you are charged 2 credits per additional page, withdrawn automatically from your credit balance at the end of the 30-day billing cycle.

You can cancel your subscription anytime.

 

Subscribe to a dedicated fax number

  1. Click Settings > Add-ons.

  2. Under the Group Add-ons section, click Add a Subscription.

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  3. In the pop-up, click Purchase Dedicated Fax Number.

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  4. Click Purchase.

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, which begins at the time your number is activated.

 

Find your dedicated fax number

  1. Click Settings > Add-ons.

  2. Under the Group Add-ons section, hover your mouse over the Fax Number tooltip.

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You can provide this number to your professional contacts as required.

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

 

Port an existing fax number to Halaxy

If you already have an existing fax number and would like to continue using it in Halaxy, we may be able to port your number over.

If your fax number is with GoFax

Please contact GoFax to send a transfer request. They will initiate the transfer for you.

 

If your fax number is with another provider

Send an email to community@halaxy.com to send a request to port your number. Please be aware that porting your fax number from another provider costs a $100 + GST migration fee and an additional monthly cost of 50 credits per month to cover our costs.

 
 

Add fax numbers for contacts

You can add a fax number for your patients, professional contacts, and organisations in their profiles on Halaxy. This allows you to quickly send fax messages when needed.

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

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

Important notes:

  • Fax numbers must be in the format +61312345678, where +613 is the country and area code.

  • When sending a fax to a 1300 number, ensure the country code (+61) is added to the start of the number.

  • Ensure you enter a valid fax number for your recipients. 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.

 

Send a fax message

There are two ways to send a fax message in Halaxy. Select the tabs below to learn about them.

Clinical notes are sent as PDF files. You can attach the following file types to fax messages: .doc, .docx, .pdf, .tif, .tiff, .txt, .xls, .xlsx, .htm, .html, .gif, .png, .jpg., .peg, .rtf, .bmp, .ppt, .pptx, .sff, .ps.

    1. Open the clinical note.

    2. In the top right, click the Icon-Fax.svg fax icon. (Alternatively, next to the Save button, click the down arrow and select Fax.)

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    3. In the pop-up, configure the following:

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      • Practitioner: Select the practitioner as sender of the fax message. (Available for all users except Personal Access.)

      • Recipient: Select the recipient type and the patient / contact / fax number you want to fax the clinical note to. (Note: If you are manually entering a fax number, ensure you follow the correct fax number format.)

      • Cover Sheet Template (optional): Select a cover sheet template for your fax message.

      • Attachments (optional): If the clinical note has file attachments, click the Attachments field to add any of them to the fax message. Attached files count towards your page limits.

    4. Click Send.

    The clinical note status is set to Published, which populates dynamic terms and locks the note. The note is then faxed to the recipient as a PDF along with any attached files.

    1. Click Contacts > Fax Messages.

    2. At the top right, click Send Fax.

    3. In the pop-up, configure the following:

      • Practitioner: Select the practitioner as sender of the fax message. (Available for all users except Personal Access.)

      • Recipient: Enter the recipient fax number. (Note: Make sure to follow the correct fax number format.)

      • Cover Sheet Template (optional): Select a cover sheet template for your fax message.

      • Attachments: Click Add File to add files to the fax message. Attached files count towards your page limits.

    4. Click Send.

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

Note

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. If a fax message fails to send (for example, if 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.

 

View your fax messages

Every fax message you send and receive is recorded in Contacts > Fax Messages. This includes the status, direction, and date of each message.

  1. Click Contacts > Fax Messages.

  2. From the Fax Messages list, click a fax to view its message and details. (Users on Full Access can view all sent and received fax messages. All other users can view only their own sent messages. .)

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  3. In the fax message, you have the following options:

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    • Under Fax Links, you can link the fax message to a patient, organisation, and/or professional contact by clicking Link Patient, Organisation or Professional Contact.

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

    • Under the Fax Details 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.

Note

For received faxes, the number format is determined by the sender's provider and is not controlled by Halaxy. However, when sending fax messages from Halaxy, fax numbers must be in the format +613 12345678, where +613 is the country and area code.

 
 

Updated

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