Fax
Fax in EHR360 covers the main-menu Fax console (route /faxi—IntelliMed embed), the patient chart Faxes tab (Referrals, Medical Record, Prior Authorization), and outbound fax from orders, clinical notes, and documents (usually via RingCentral). Sidebar Fax appears only when the practice has IntelliMed service enabled and your role includes IntelliMed AI. Inbound fax/OCR is largely processed in IntelliMed and lands in chart Faxes and/or Labs/Imaging Results—not only inside the embed.
Fax
Fax is not available for your account. You need IntelliMed access for your practice, or your role does not include this feature.
Fax Overview (Three Places)
(1) Main menu Fax (/faxi): IntelliMed fax console embed for fax operations. (2) Patient chart → Faxes: EHR list of referral / medical record / prior-auth fax requests (inbound + outbound). (3) Send fax actions from Lab/Imaging orders (To PCP / To LAB), Clinical Notes, and Uploaded Documents. Do not confuse these with the IntelliMed AI chart tab (AI assist) or Dashboard Results (lab/imaging result inbox).
Naming: Fax, Faxi, and Lexi
UI label is Fax; route is /faxi; older roles or docs may say Lexi or Faxi. Permission keys fax / faxi / lexi are merged in the client. Treat them as one Fax/IntelliMed product family.
Practice Setting: Enable IntelliMed
Administration / Edit Practice → Settings (Services): Enable IntelliMed service integration. Without it: no sidebar Fax, no IntelliMed panel, and no patient chart IntelliMed AI tab—even if RBAC lists IntelliMed AI. Multi-clinic users must select a clinic that has IntelliMed on.
RingCentral for Outbound Fax from EHR
Sending fax from chart Faxes, orders (To PCP/LAB), clinical notes, or documents typically requires Clinic Settings → RingCentral: Client ID, Secret, JWT, and Fax number (valid digits). Cover pages use practice fax identity. IntelliMed toggle alone does not replace RingCentral for these EHR send APIs.
Patient Chart → Faxes
Edit patient → sidebar Faxes (needs Patient Faxes Tab; edit mode only). Sub-tabs: Referrals, Medical Record, Prior Authorization. Filters: All / Inbound / Outbound. Empty before patient create: Fax management will be available after the patient is created. No sub-tab permission: You do not have permission to view any fax requests.
Faxes → Referrals
Inbound: referral-order style faxes ingested from IntelliMed/public API. Outbound: Send Referral—choose recipient/referring provider, fax number, cover letter, attachments/notes, preview PDF, send. Permissions: Patient Fax Referrals Tab plus Send/View/Download/Delete referral fax ops. May also open from Dashboard Results referral actions.
Faxes → Medical Record
Medical record request faxes (inbound ingest or outbound Send Medical Record Request). Same general send pattern: recipient, fax number, cover, attachments, preview. Needs Medical Record Request fax permissions under Patient Faxes.
Faxes → Prior Authorization
Prior authorization request faxes (inbound or Send Prior Authorization Request). Track status in the list; use download/delete when permitted. Needs Prior Authorization fax permissions.
Send Fax from Lab / Imaging Orders
When creating or sending an order, Choose Send Option: To PCP or To LAB (and Create Task for tasks—not fax). PCP/LAB paths fax the order package via RingCentral; optional clinical note/attachment supplements (total size limit ~25 MB). Preview endpoints build the fax package before send. Success toasts show destination fax when available.
Send Fax from Clinical Notes and Documents
Clinical Notes: eligible signed notes show Send fax → Send clinical note by fax (referring provider + fax number). Needs Fax Clinic Notes. Uploaded Documents: Send document by fax for eligible PDF/images. Needs Fax Patient Upload Documents. Password-protected/encrypted PDFs cannot be faxed—re-export unprotected.
Inbound Fax / IntelliMed / Results (Support View)
External IntelliMed processing can POST referral/medical-record/prior-auth documents into chart Faxes (inbound), and lab/imaging DocumentTypes into patient_lab_imaging_results → Dashboard Results and chart Labs/Imaging. /faxi is the IntelliMed console; chart Faxes is the EHR record list; Results/Labs/Imaging are clinical result viewers. Referral-Order ingest may also create a Referral Order task (see Tasks guide).
Fax Permissions
Sidebar Fax: practice IntelliMed service + IntelliMed AI (plus Fax/Lexi module Read in RBAC). Patient Faxes Tab + per-type Send/View/Download/Delete for Referrals, Medical Record, Prior Auth. Fax Clinic Notes; Fax Patient Upload Documents. Documents → Referrals may use separate Document-scoped referral ops. Super Admin bypasses. Legacy faxi/lexi keys still count when merged.
Common Issues
(1) Fax not in menu / not available—IntelliMed off, wrong clinic, or missing IntelliMed AI. (2) Has Fax role but still hidden—sidebar uses IntelliMed gates. (3) Chart Faxes missing—Patient Faxes Tab. (4) Send fails RingCentral not configured / invalid fax—configure RingCentral + fax number. (5) Encrypted PDF—cannot fax. (6) Order attachments over 25 MB—trim files. (7) Inbound referral missing—check IntelliMed ingest/DocumentType, not only /faxi. (8) Lab/imaging PDF won’t open—needs signed IntelliMed document URL. (9) Note fax greyed out—note status or Fax Clinic Notes permission. (10) Confused with IntelliMed AI chart tab or Results inbox—different surfaces.