Fax contacts

Fax contacts are managed from Faxes → Contacts. In the left sidebar, click Faxes, then select Contacts. Use Faxes (1) to open the fax area, then Contacts (2) to open the shared directory. The directory is shared across your organization, so contacts can be reused by the team when working with faxes.

If your practice does not have a fax number yet, an owner or admin can set one up from Settings → Fax & Referrals. In the left sidebar, click Settings (at the bottom). In the settings menu, under Communication, click Fax & Referrals.

How do I find a fax contact?

In the left sidebar, click Faxes, then select Contacts to look up saved fax numbers before sending or reviewing a fax. Use Search contacts (1) to find a contact by name, organisation, fax number or tag. Use Tags (2) to filter the list by one or more tags. Use Contact details (3) to review the selected contact’s type, fax number and saved details.

1. In the left sidebar, click Faxes.
2. Select Contacts.
3. Search by name, Organisation, fax number or tag.
4. Select a tag under Tags to filter the list.
5. Select a contact to see its details.

The right panel shows the selected contact's type, fax number and any saved organization, phone, email, address, notes, tags and added date. If a contact has more tags than fit in the row, the extras collapse into a compact +n badge. Contacts marked Unidentified use a badge and were created from incoming faxes and still need a name.

How do I add a fax contact?

On the same page, add a contact when your practice regularly faxes the same organization or person. Fax number (1) is the number you want to save, and Name (2) is the label staff will see in the directory. Fax number and Name are required.

1. In the left sidebar, click Faxes, then select Contacts.
2. Select New contact.
3. Enter the contact's Fax number.
4. Enter a Name.
5. Choose a Type if you want to identify the contact as Lab, Imaging center, Clinic, Pharmacy, Referrer or Other.
6. Add any useful details, such as Organisation, Tags, Notes, Phone, Email or address fields.
7. Select Add contact.

The contact is added to your fax directory and can be selected the next time someone sends a fax.

How do I name an unidentified fax sender?

On the same page, open the fax from the unidentified sender when an incoming fax shows a number instead of a contact name.

1. In the left sidebar, click Faxes.
2. Open the fax from the unidentified sender.
3. Select Name contact in the fax header.
4. Enter a Name.
5. Add a Type, Organisation, Tags and any other details you want to keep.
6. Select Save contact.

The contact is saved, and your fax directory is up to date.

How do I edit or delete a fax contact?

On the same page, update a directory entry when its details change or remove it when it should no longer appear in the directory. Use Contact (1) to select the entry, Edit (2) to change its details, or Delete (3) to remove it from the directory.

1. In the left sidebar, click Faxes, then select Contacts.
2. Select the contact.
3. Select Edit.
4. Update the contact details. The Fax number is shown for reference and cannot be changed.
5. Select Save changes.

To remove a contact, select Delete from the contact detail panel and confirm when prompted. The contact is removed from your fax directory.

How do I use tags for fax contacts?

On the same page, use tags to help staff filter the directory and recognize groups of contacts. Use the Tags filter (1) to narrow the list, the Tag picker (2) to add or remove tags on the selected contact, and Manage tags (3) to create, rename, recolor or delete tags.

1. In the left sidebar, click Faxes, then select Contacts.
2. Select a contact.
3. Use Tags to add or remove tags on that contact.
4. Use the Tags area in the contact list to filter by one or more tags.

You can also create, rename, recolor and delete tags from the Tags area. If a contact has more tags than fit in the row, the extras collapse into a compact +n badge. Deleting a tag removes it from all fax contacts.

What can't I do here?

In the left sidebar, click Faxes, then select Contacts. Owners and admins can also open Settings (at the bottom), then under Communication click Fax & Referrals. Access and actions are limited in these ways:

• Clinicians do not have access to the operational fax workspace.
• Staff can use Faxes, but Settings → Fax & Referrals is for owners and admins.
• You cannot change a saved contact's Fax number from the edit form.
• Fax number and Name are required when creating a contact.
• Fax number and Phone must be valid phone numbers.
• Email must be a valid email address if you add one.
• The Type picker only offers Lab, Imaging center, Clinic, Pharmacy, Referrer and Other.
• You cannot save a duplicate fax number. If saving fails, a contact with that fax number may already exist.

Common questions

Can I fax a number without saving it as a contact?

Yes. In a fax recipient picker, type a valid fax number and choose the Fax to option when it appears. Use Add new contact instead when the number should be reused later.

Why does a contact say Unidentified?

Unidentified means the contact was auto-created from an incoming fax. In the left sidebar, click Faxes, open the fax, and select Name contact to give the fax number a name and file it in your directory.

Can I change a contact's fax number?

No. In the left sidebar, click Faxes, select Contacts, choose the contact and select Edit. The edit form shows the fax number for reference, but it cannot be changed. Create a new contact if the saved fax number is wrong.

What happens when I delete a tag?

In the left sidebar, click Faxes, select Contacts, and use the Tags area. The tag is removed from all fax contacts. The contacts remain in the directory.

Why can't I save a contact?

Check that Fax number and Name are filled in, phone numbers are valid, any Email is valid, and the fax number is not already used by another contact.