Set up and use Fax (including the Sfax Portal)

The article has three sections:

• Setting Up Sfax
• How to Use Faxing
  • Incoming Faxes
  • Outgoing Faxes
    • Faxing Any Document from Your Computer
    • Faxing Documents from OptiMantra
• Using the Sfax Portal Directly
• Sfax Cover Page Set-up

> Setting Up Sfax

Getting an Sfax Account (note: additional fee applies; fee is variable based on faxing volume)

1. To request a new number with Sfax, update your subscription under the Settings > OptiMantra Subscription and we will get you a number as closely associated with your area as possible assigned.
2. To port over (bring your existing fax number) an existing Fax number, please create a customer service ticket and attach the following documents:
   • Copy of your latest bill from the current fax provider - this proves you own the number
   • Filled out copy of the attached form below - this grants authorization for the transfer

Note that for eRx you will need a fax account; though you can also use a non-OptiMantra number to sign up (but which will not be enabled for in- and outbound communications through the program).

> How to Use Faxing

>> Seeing Incoming Faxes

All incoming faxes will sit in the Fax Inbox; go to the Top Navigation Bar (on right) > Faxes

Faxes from your fax inbox can be assigned directly into a patient record by clicking on Faxes > 'Assign to Patient'

>> Outgoing Faxes

For outgoing Faxes, you have two options:

>>> Faxing Any Document from Your Computer

Go to Shortcuts on top Navigation Bar > Admin   > Fax A Document

You'll be prompted to add the document you want to fax, select a contact from your contacts list (under Settings > Business details > Contact List) to fax it to, and select the location you want to fax it from.

Click upload and fax it online to send your fax! 

 

Faxing Documents from OptiMantra

You can fax (access the fax link in the History section of each of these):

a) Patient charts

b) Patient superbills

c) Patient HCFA (insurance claims)

d) Purchase Orders

> Using the Sfax Portal Directly

This 3-minute video provides an overview of using the Sfax Portal, including logging in, checking your inbox and outbox, and setting up cover letters.

The Faxes link (top right of the OptiMantra page when you log in) is your Optimantra inbox - it lists all the faxes you've received and allows you to assign them to a patient (or delete them).

You can login to your Sfax inbox here at any time:

https://app.sfaxme.com/appLogin.aspx

Everything sent to your Sfax inbox will also be sent to your Optimantra inbox. Note that there may sometimes be minor delays between when Sfax receives the document and when OptiMantra does - if you think that might be happening, you can always check your Sfax inbox too.

> Sfax Cover Page Set-up

You can now send a cover page directly from your Optimantra account: 

Settings > Location(s) > Fax Accounts > Setup SFax Credentials > Cover Page Setup

*Please do not change any of the fields above the Cover Page Setup section. We input this information on our end, to ensure that your Sfax account is running smoothly.*

When updating your Cover Page Setup section, please refrain from using these special characters:

'<', '>', ';'

The Keep settings, but exclude cover page in Faxes for now checkbox should only be checked, if you choose to exclude your cover page for the time being.

If the fields are filled out (without special characters), the checkbox is unchecked, but the cover page is  not sending, please create a support ticket.