Fax and Batch Fax (SOAP 2.0)

Let's review how to fax patient notes.

Faxing a Note

  1. Select the checkbox for the note (or notes) you'd like to fax.
    Note: To select all finalized notes, select the checkbox in line with the headings. 

  2. Click the Secondary Action menu (...) and select Fax.
  3. Use the Contact Search field to locate the desired recipients. As contacts are selected, they will appear below.
    Note: All referring physicians added to the patient’s case will be pre-populated as recipients in the fax modal.

  4. Select eDocs to add to the fax.
    1. Once you have selected the notes you would like to fax, you can choose to include any electronic documents saved to the patient chart.
      Note: To send a fax containing only eDocs, you’ll need to send the fax directly from the eDocs section of a patient’s chart.

  5. Review your fax. 
    1. Confirm all recipients and fax numbers are correct. If there are any errors in the Contact Display area, you will not be able to fax the note.
    2. You can enter a custom Message, if needed.
    3. Choose whether you want to Fax Plan of Care (available for Evaluative Notes only). This will only send the Assessment and Plan portions of the note.
    4. Select the Request physician signature checkbox if you need to request the physician’s signature. This will add a note to the cover sheet that indicates the physician needs to sign the document and includes a signature line on the note. When faxing a single Plan of Care, this checkbox will be selected automatically. 
    5. When ready, click Send Fax.
    Note: The fax cannot be sent until a contact is selected. 
  1. A fax indicator will appear next to your notes to give you quick insight into the status. Simply hover over to reveal. 
    Important: The indicator will turn red if the fax fails. 

    1. A cover sheet with the clinic's demographic information and message will be automatically generated.
    2. The patient’s full name and date of birth will appear in the header of each page to help identify who this note belongs to in case the faxed pages get separated from the cover sheet for any reason.

Fax Plan of Care

You can fax Plans of Care for your finalized evaluations. This option allows you to send the Assessment and Plan sections of the note. The Physician signature line will be included by default.

The Fax icon label will help you identify whether or not a PoC has been faxed. Once a Plan of Care has been faxed to a referring physician, the fax icon label will appear. 

Batch Fax

Easily fax multiple notes using Batch Fax.

  1. Check the box next to each note you want to fax, then use the Secondary Actions Menu (...) to select Fax.
    Note: To select all finalized notes, select the checkbox in line with the headings. 

  2. The Fax modal will display how many notes you've selected. 
  3. If you want to send the entire patient case, you can also choose to add all eDocs to the fax by clicking Select All in the menu.

Fax Splitting

A single fax can handle up to 15 MBs of files. In order to prevent large faxes from failing, WebPT will divide the fax into separate messages in order to successfully send all the selected documents. Once all the messages have been divided, they can be seen under the original fax in the Outbound Fax Log:

Note: eDocs will show as their Document Type (MRI, X-Ray, Driver’s License, Other, etc.)  instead of by the name of the document.
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