OutSmart EMR Knowledgebase

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Fax Management

How to send a fax

Sending a fax from within OutSmart EMR is easy.  Simply select one or multiple documents, enter a destination fax number, and click send.

Start off by opening your documents section.  To do this, click on the blue Document Module Icon in the Top Menubar to slide down the Documents Section.

1. Click on the Documents Module Icon in the Top Menubar

1. Click on the Documents Module Icon in the Top Menubar

Find the document or documents you want to fax and select them.  To select a single document, click anywhere in the document row where there is no text.  To select multiple documents, either click and drag with your mouse, or keep the CTRL key on your keyboard pressed, and click to select the documents.  [Learn how to navigate the Documents Section].

2. Click and drag to select multiple documents in the Documents Module

2. Click and drag to select multiple documents in the Documents Module

Once you select the documents you want to fax, click on the “Send Fax” button in the Documents Top Toolbar.  When you click the “Send Fax” button, the Fax Module Window will slide down.

3. Click the send fax button after selecting the documents you want to fax.

3. Click the send fax button after selecting the documents you want to fax.

In the Fax Module Window, you can enter the fax number you want to send your fax to.  Enter the fax number without any dashes or spaces, and include the area code and long-distance prefix.  For example, you would enter ‘14161234567’ for the number 1 (416)123-4567.

4. After selecting your fax account and entering the destination fax number, click Send Fax.

4. After selecting your fax account and entering the destination fax number, click Send Fax.

Faxes are sent immediately after you click on the ‘Send Fax’ Button.

How to receive a fax

OutSmart EMR checks for faxes every 5 minutes.  When faxes are received, they are automatically added to your documents list.  The labels “fax” and “unread” are applied to all incoming faxes. [Learn more about OutSmart Documents Labels]

Here are the steps to check for new faxes.

    1. Start off by opening your documents section.  To do this, click on the blue Document Module Icon in the Top Menubar to slide down the Documents Section.

      1. Click on the Documents Module Icon in the Top Menubar 

      1. Click on the Documents Module Icon in the Top Menubar

    2. When the Documents Module Window opens, click on the “Check For Faxes” button in the Documents Top Toolbar.

      2. Click the “Check For Faxes” button to see all Faxes labelled as ‘Unread’ 

      2. Click the “Check For Faxes” button to see all Faxes labelled as ‘Unread’

    3. This will display a list of all documents that have the labels ‘Fax’ and ‘Unread’ applied to them.  OutSmart EMR fetches all faxes from our servers every 5 minutes.

How to transfer your existing fax number to OutSmart

In order to transfer your existing fax number to OutSmart, there are 2 documents you need to send to us:

  1. The most recent copy of a bill from your current fax provider, which should include the name and address of the business or person who owns the fax account.
  2. You must also fill out and send us the fax number transfer form, located below.

Note that while there is no charge to set up a new fax number, transferring an existing fax number will cost $40.00 and will be billed to you prior to the transfer being initiated.  If for any reason the transfer cannot be completed, you will be refunded the $40.00.