Home Forums Discussions Feedback and Recommendations Faxing

It would be great if AC incorporates a fax server so I can fax my notes to referring docs from my computer.

(The only solution I know of now is something like ExtremeFax which gives you a printer driver that you "print" the note to in order to fax it. Only problem is the address book of ExtremeFax is not networked, so you'd have to enter the contacts on each computer.)

There are a number of faxing solutions external to AC that work well. You should do a search of the board for faxing.

I doubt, in fact, I know that AC is not planning to put a fax server in AC. It would be impossible for them to have you install a modem. If you are not using Internet Fax which is what eXtremeFax is, you have to have some way of converting the digital to analog, which requires a modem. A long time ago, I used Ring Central, now eXtremeFax, and you could put addresses in a central place either online or locally. If you are faxing 200 to 300 sheets a month, then Internet Fax can be cost effective. I found personally that Internet Fax was less reliable than local faxing, because the fax was sent digitally over the Internet to the company's fax server where it was then converted to analog and then sent. A lot of faxes were delayed.

There are very few MFP that don't include PC to Fax and Fax to PC. Remember, the MFP (Multifunction Printer) ALREADY has a modem in it which can be used as, well, as a modem and fax server.

Why not just purchase a good fax modem and install it in your server. You can use Snappy Fax for your software. I think you will be much happier

We use a fax board (Brook Trout -- now Cantata), but they start at $700 and go upwards to $10,000. I spend too much money, but it is a "sweet" board.

The search feature on here is a bit weak, but as Wendell says, there are tens of the threads. I would guess that faxing from and to your office from your desktop is the number one subject.

To be honest, in my opinion, it makes no sense in putting a fax server in AC.

It would be nice to have the ability to simply send a note to a phone number with a single click of the button like eRx but it won't happen. The logistics are tough

I have been using a Networked Multifunction Laser Printer(MFP) for about a year now and it work just fine.
All progress note from AC are printed using the PRINT PREVIEW button and saved to a PDF file (you can use CUTE PDF writer and save as a PDF file if you do not have Adobe installed.)
Just remember where you saved you file and fax your PDF files from any computer that is on you network.
All my incoming faxes are saved as PDF files including prescription refill requests.
Using Paperport all forms and prescriptions are compmleted and saved through CUTE PDF writer as PDF files( As out side Paperport your completed forms will show up blank )
Scan your signature and adjust it in PAINT to the size you need and store it in a safe place on your Computer.
Complete all your incoming request refills, Correspondence in Paperport and sign your completed forms and prescription requests ( request that come via Fax )using STAMP from the ANNONATE drop down menu in PAPERPORT and FAX whatever you need.
You will need a phone line to connect to youe Networked Printer besides your Ethernet Cable.
I am using a Wireless Laptop and the FAX works extremely well whenever I fax stuff out from my computer.
Just remember to install your networked MFP as a network printer and not a Local printer
You now have a Paperless office!
Hope this helps
Grenville

Thanks Gren,

What model is the MFP?

For the record "The Leslie Method" is what I use which is a shared MFP and you can "print/fax" to the printer and up comes the fax software with pre-programmed address book to fax all the notes. It works well although it takes a few extra clicks. I would say it adds about 20 seconds per note to fax it to someone.

Grenville
Are you saying your MFP is capable of saving incoming faxes as PDFs on the MFP machine itself? Or are we talking about a fax-to-PC feature?



Thanks

Khaled,
In response to your initial question, yes, it would be nice if AC incorporated a fax server, in my opinion. It would be fine if they did so and simply stated that your minimum hardware requirements include a fax modem (a trivial expense).

This is one of the consequences of not buying one of the far more expensive and complex EMR’s. If we had, this discussion would not be happening. With AC, you need to use a series of work-arounds to handle your faxing and document management. I won’t go into a lengthy answer on that larger topic, since a recent thread (started by Richard, rsag) more specifically addresses it; and also, you didn’t ask. Perhaps a moderator might want to merge the two threads to avoid duplication. This is not a criticism of AC, simply an observation of what it provides. Some AC users probably like the idea of creating their own document and fax management system; it certainly provides recurring fodder for discussion on the board.

Re: your question to Grenville:
The MFP cannot convert the files to pdf's itself; you either need to do it manually within Paperport or you need an additional program to do it.
Faxes are not saved on the MFP; they are imported into AC, which again is done manually (perhaps with the help of Updox which does it with fewer clicks).

Jon
I'm still not clear on how to get a fax in an electronic format from an MFP without using a fax-to-PC feature. Also, Could you tell me about the features you like best about Updox?

You get a fax into electronic format by one of two ways. Either take the paper fax and scan it into your computer as a .pdf file. The other is a fax-to-PC.

Updox and other programs like this are another option I guess.

Bert and Khaled
The MFC printer I am using is Samsung SCX 4826 FN which comes with the fax software.
My IT guy set me up to receive the faxes through the MFC printer but somehow after six months the one of the Dell Server hard drive went bad and I am now receiving my faxes via ZIMBRA.
The faxes are saved as PDF files and tranferred to various folders outside AC. I like to leave AC as lean as possible and all files are stored outside AC on MAPPED/SHARED drives that are easily accessible to all my networkede computers. For outgoing faxes the Samsung SCX 4826 FN works great.
It is true that you have a few extra clicks but it beats the heck out scanning and printing paper.
Grenville

I am not sure if everything is being answered on here, although there are some very good questions and answers. First, we should back up and define a few things.

Fax Server: Generally, a fax server is software that usually resides on a server or fax machine, but at times in larger companies, is dedicated just for that. A fax server allows documents to be faxed over a LAN either from a PC to an outbound fax or an inbound fax to a PC. It converts the file to fax format so it can be transmitted via a modem. Faxes can be sent via the Internet as well but if not done so via an established 3rd party company such as eXtreme Fax, etc. the receiver must have Internet fax capabilities as well.

Multi-function printers or fax machines or any office product can contain a fax server. Most mid to highend MFPs have a fax server in them. Therefore, the fax server allows incoming faxes to be routed to whatever location has been designated and in whatever format has been designated. The two formats are usually PDF or TIFF. So, an MFP (or better to say an MFP with a fax server) can fax to PDF directly to your desktop.

There are also more expensive MFPs such as the Toshibas, etc., which contain their own hard drive and can be configured to either accept faxes only or accept them and send duplicates to other locations. Faxes can also be sent via an MFP (fax server) and along with being faxed to the detination can also have a copy send to a folder for archiving or printed.

How you get the PDF or TIFF file to AC is up to you. Or whether you decide to use PDF, TIFF or convert either after arrival is up to you.

MFPs and fax servers today can do just about anything you want them to do if you look at the right models (and, of course, want to pay for them).

@Grenville Finally...you sound like the perfect user for F.A.P. Why do you think that keeping the imported items outside of AC makes it leaner? Just wondering.

Bert
I use an additional SATA hard drive i installed on one of my networked computers( which I mapped/shared) on my network
to tranfers all my Labs, Correspondence,Templates etc as I cannot stack files in AC and they become pretty lengthy in AC. I can stack them outside AC but then have to import them each time.
Backing up AC seems so much faster , keeping the imported items outside AC.I guess one can use whatever method that suits them the best.
Personally this way seems to work best for me as I have tried it both ways.Excuse my ignorance does F.A.P mean Fair Access Policy? or something else.
Grenville

Well, backups would be the same if you excluded imported items. But, you don't have to convince me. I don't use Imported Items either.

That is where FAP comes in. It's a program, File Assistant Pro, which if your faxes or scans come in via PDF or DOC, they are easily managed by it. It was programmed by my software developer. I have used it now for almost three years. There is only one other person on here who uses it. That is because there are two main criteria:

1. You have to be a solo office. It won't work very well with more than one doctor.
2. You have to be someone who doesn't want it to be a document manager AND import to AC. We don't have the code or we could.

Let me know if you're interested, and I will show you a demonstration.

Khaled,
I would like to answer this briefly; unfortunately, I can't. First, I am not sure if your initial question refers to faxing in, or faxing out; so I will take a shot at both. My apologies if you already know much of this...or if I am wrong.

Also note that although this seems pretty simple at first, if you want a fairly automated system, the set-up is a bit more complex.

A fax coming in prints to paper until the day when you push the button on your MFP which tells it to save it as an electronic file. This should be an option on your machine; that is all of the "fax to pc" you need. The machine will ask you where to put those files. Usually the files are TIFF's. So now you have a bunch of TIFF files in a folder on your server. Next, you need to convert them to PDF's, assuming that is how you want to save your imported items. You need some sort of second program to do that; there are many. We use FaxTalk which is relatively cheap and reliable. It automatically converts the files to PDF's. UpDox does that, too. Others use PaperPort which requires you to open each file, convert it, and rename it. Next, you need to import the file into AC. Again, PaperPort will allow you to do that. We use UpDox (see below).

To fax out, the process is simple for a document that is already in digital form (e.g. anything in AC). Again, we find FaxTalk to be easy, quick, and reliable. Click the "print" button, use FaxTalk as your printer, and the document is faxed to the selection from your address book. UpDox also works well for this. If your document is on a piece of paper, you scan it to create a digital file and proceed as above.

So what about UpDox? I am reluctant to post much now; we are still evaluating the program (which has been a long process for us). Here is how I break it down...again, this is just my two cents:
I think of UpDox as handling three general functions:
1. Provides a "workspace" to collect incoming documents (faxes, emails) to be directed to the appropriate staff member and then dealt with. (E.g., a prescription refill is signed and sent back, or a lab result is sent to a nurse with instructions to contact the patient and arrange a test).

2. Acts as an interface to bring documents into AC, and

3. Allows you to create a portal which facilitates secure communication with patients about results, instructions, etc.

It does #1 and #2 efficiently; the number of "clicks" saved is dramatic. That may not sound like much, but over time I believe that to be well worth it. UpDox also provides a useful overall organization scheme for document handling, once you get accustomed to it. We have not gotten into #3 yet, so I can't speak to it.

Again, my statements about UpDox are abbreviated; I will have more to say later. At this point, I believe that it is well worth our subscription cost. It is also worth recognizing the responsiveness of the company. After just a couple of months of using the product, we have already seen upgraded versions which incorporate suggestions and issues which we have voiced to support staff. Compare that to some software (ahem) where problems have not been addressed after years of complaints.

I think a challenge for those selling UpDox is that it is tough to describe what it can do. You almost need to struggle for awhile with PaperPort or some other alternative to better appreciate the value of UpDox.

That is a very good synopsis of the issue. And, I agree FaxTalk is a very good fax server program.

But, there are still some statements that aren't completely correct, which I addressed in my above post. I think it is fair for Khaled to be well informed on this. Again, I think part of the reason this gets confusing is because of a lot of people talking about Brother machines (good machines) and Paperport. (which is good document managing software.

First, as Jon points out, Files CAN be faxed directly from your computer, e.g. from within AC, a Word document, whatever. They do not have to be converted to a pdf, found, and then faxed. The file will be converted to analog by your fax server and modem and then will be converted back to digital format at the other side. It is up to the recipient to decide if they want TIFF, PDF, PCX or whatever.

MFP can convert files directly to PDFs. In fact, most do. Most MFPs will allow you to set the file out put, and generally these will be TIFF or PDF. They do not have to be sent to the computer and then converted into PDFs by any 3rd party PDF program or Adobe or Paperport. If the fax machine is not capable of printing to a PDF, then you will need to convert it.

Faxes can be saved on MFP hard drives. Some of these hard drives are over 200GB and provide many functions that would not be available if they were only sent to a networked folder. Many of these MFPs that can save to their own hard drives have extremely sophisticated software which can tag, do OCR seamlessly, annotate, markup, and a million other things.

Grenville's MFP (Samsung) is Fax to PC capable and able to fax to PDF.

Khaled,

Basically, you should be looking for a fax machine, likely within a Multifunction Printer, which contains a fax server. In the specs you will see that it allows walk up fax, fax to PC, PC to fax, etc. You will want to know if it can use PDF as a file. Another VERY important thing is like SnappyFax and FaxTalk, any MFP that offers PC to Fax will have software on the clients providing a fax driver and a Graphical User Interface to help with faxing. This means when you bring up the document to fax and select the print/fax driver, the fax software will come up and usually include an address book and certain settings such as the ability have the fax sent at a later date. Many times this software will connect to some central application that will allow you to track your inbound and outbound faxes.

The reason why this is important is you could go out and purchase a $10,000 fax machine with all of the above and then find out that the user interface for PC to Fax is horrible.

@Jon...Does you fax machine not have the ability to fax physically from it? I mean by that can you walk up to the machine and simply fax a document somewhere?

I am glad to see that doctors can still be hip and use the @ lingo of Twitter Thanks to everyone for the help. Appreciate the time and effort put into the posts.
I think at this point in my practice internet faxing is most suitable for me since I don't have a full time office location. Thanks for pointing me to UpDox. I have been playing with it and it seems to accomplish what I needed, i.e. having a shared address book. One limitation of ExtremeFax is that it's not networked, so the contacts have to be loaded into every laptop. The fact that with UpDox I can import incoming faxes directly into the appropriate patient chart is also priceless. I do realize that a shared address book would be a standard feature with any good MFP, but I don't have a full time office where I can leave a MFP hooked to a phone line.
One more question: if I have an MFP and I"m using fax-to-pc to put the incoming faxes on a server, Would the fax software you use to access the faxes be accessible by all computers on the network? I would assume it is.
Thanks

Just for clarification, in Paperport, you do not have to open each file and then convert to pdf. You can batch convert these....very easy and fast to do.

"Would the fax software you use to access the faxes be accessible by all computers on the network?"

This is somewhat of a vague question. By definition, a networked fax server will allow faxing out by any computer on the network. You don't necessarily need fax software on each computer (only the fax driver), although as mentioned before, some of the MFPs and other fax servers load software with the driver to help with the overall process, e.g. bring up the address book (which I know is important to you).

To bring faxes to your PC via a MFP, you need a fax server installed in the MFP. This is generally behind the scenes, and you aren't even aware it is there.

The simple answer is any file that is sent to a server folder can be shared and, therefore, accessed by any computer on the network. This is referred to as a file server, which is the whole idea behind a central server (although you can share in a peer-to-peer as well, or you wouldn't be able to access AC,etc.

On top of this, there is document management softwarer such as Paperport or others mentioned above and SnappyFax that make the files not only accessible but allow the user to work with the faxes in a more robust way.

But, in short, forgetting about any "software" once the document is sent to your server or scanned for that matter, you can decide to share it or not share it with any client on your network.

To be fair, it is a bit ironic that there were so many posts about how to fax from the network, and there was no ability to do this due to logistics. I guess everyone learned though.