Signing documents for fax

Use Faxes to review incoming documents, return signed forms, and track the signed copy under Sent. The signing panel shows the fax document beside the sending controls so you can review the document before you apply your signature.

How do I sign and reply to an incoming fax?

In the left sidebar, click Faxes. Open the fax you need to return, then use Sign & Reply from the fax actions.

1. Open the incoming fax in Faxes.
2. Select Sign & Reply.
3. Review the fax in the document preview.
4. Confirm the To destination. Replies start with the number the fax came from.
5. Use your stored signature, or draw a signature if the panel asks for one.
6. Select I agree to sign electronically.
7. Select Sign & reply.

Ona queues the signed fax and shows it under Sent. If the fax is linked to a patient and the save-a-copy checkbox is selected, the transmitted PDF, including the signature, is filed under that patient's Documents.

If the fax is not linked to a patient, the signing panel cannot save the signed copy to a chart. Link the fax to a patient before sending if you want the signed copy filed automatically.

How do I sign and forward a fax?

In the left sidebar, click Faxes. Open the fax you need to send onward, then use Forward… from the fax actions.

1. Open the fax in Faxes.
2. Select Forward….
3. Choose a destination in To. You can choose a fax contact, add a new contact, or enter a fax number when the picker offers that option.
4. Review the fax in the document preview.
5. Use your stored signature, or draw a signature if the panel asks for one.
6. Select I agree to sign electronically if you are signing.
7. Select Sign & forward.

Ona queues the forwarded fax and tracks it under Sent. If signing is turned off for this fax, the button changes to Forward fax and the fax is sent without a signature.

What happens when signatures are required for faxes?

When your organization requires signatures for outgoing faxes, the signing option stays on in the reply or forward panel. You cannot send the fax from that panel until the signature is ready and you select I agree to sign electronically.

Owners and admins can open the fax configuration from the left sidebar by clicking Settings at the bottom, then Fax & Referrals in the settings menu.

If the signature cannot be applied, the panel shows an error. Fix the signature issue and send again.

What can't I do here?

Fax signing and inbox access are limited in these ways:

• Clinicians can sign faxes, but clinicians who only have the Clinician role do not see the full Faxes inbox.
• Staff can open the Faxes inbox, but cannot sign faxes.
• Only owners and admins can open Settings → Fax & Referrals.
• A signed copy can be saved to a chart only when the fax is linked to a patient.
• If the organization requires signatures, you cannot send the fax without signing.

Common questions

Can clinicians sign faxes?

Yes. Clinicians are allowed to sign faxed documents when the signing action is available to them. A clinician who only has the Clinician role does not see the full Faxes inbox.

Can staff sign faxes?

No. Staff can open the Faxes inbox, but fax signing is available to owners, admins and clinicians.

What does the e-sign agreement do?

Before sending a signed fax, the signer must select I agree to sign electronically. The agreement says the electronic signature has the same legal effect as a handwritten signature for that document.

Can I use my stored signature?

Yes, if your profile has a stored signature. If no stored signature is available, draw your signature before sending.

Where does the signed copy go?

The signed fax appears under Sent. If the original fax is linked to a patient and the save-a-copy checkbox is selected, Ona files the transmitted signed PDF under that patient's Documents.

What if the signed fax sends but does not save to the chart?

In the left sidebar, click Faxes, select Sent, open the fax and choose Save to chart to try again.