Home Forums Discussions General Discussion Incoming Faxes to AC - Suggestions?

Hello All,

I was hoping to find a way to have all my faxes show up in my in box. I would screen out the junk and then allocate labs, dictations to specific patient's charts.

How do I do this? What program directs faxes to the inbox?

Chuck

I don't know how to make faxes show up in the AC Inbox, but I had faxes coming to another inbox on my computer, and I sorted them out to eliminate junk. It was VERY TIME CONSUMING, so I gave up and went back to paper faxing. It may work if the recepionist gets faxes into her inbox and sorts them out, but still paper faxing seems to be less time consuming FOR ME (may be more time consuming for my employees, but less for me).

More than 3 yrs ago we got winfax pro 10.03 installed on my workstation. I got this for 25$ on ebay. We get 100% of faxes this way.

I go through the faxes when I get chance/end of day, convert them into Pdf using primopdf and save in medical records clerks mailbox- a folder in her C drive, she will import to patients record.

http://www.emrupdate.com/forums/p/6818/53917.aspx#53917

Yes, Apricot, I'm sure its less work for YOU. Actually, e-faxing, as I recall, wasn't all it was cracked up to be. Maybe the software is better now, but it took longer than paper faxing. But I used it because I didnt have to schlep over to the store, buy a fax, and find someplace to put it. And I didnt need a file cabinet either -my computer died before I ran out of disk space.

I prefer email. Even better now that I discovered encryption.

Yes, I am the discoverer of encryption.

And I landed in East LA under sniper fire.

I guess I will have to make a pitch again for File Assistant Pro. This is version 2.0, and it is really incredible now. Of course, in order to use its capabilities, you will need Fax to PC capabilities where all faxes come in as .pdfs. You can use other formats, but then you can't merge them.

Once your fax machine which is Fax to PC capable delivers the pdf to your fax inbox folder, it is automatically in the FAP inbox. The program has multiple categories so you then label each pdf with the category (Records, Labs, etc.), then the AC name. It is already timed when it comes in. Then its timed when you import it. So your receptionist labels them appropriately as they come in, and all you have to do is open them, then import them. Or you can import it to a follow-up folder within the program unsigned until you do something with them. You can search any patient. It has drag and drop capabilities and all files can be merged from within the program. Another cool thing is the transfer buttom. Say you have a patient with ten files imported into five categories: Records, Labs, Consults, Discharge Summaries and Physicals. You search the name, and of the files appear in a box. You click on transfer, and they are all merged and appear by default on your desktop. If you print the progress notes from AC to the desktop, you simply merge these using a merge software program or FAP. You can then send these records to the other office via PC to fax. My secretary can literally send all records in this fashion in under three minutes.

Fax machines which meet the capabilities plus networking (which is always key) are listed at this site: http://tinyurl.com/5g2yzm

These won't show up in AC, but all files that come in through your fax machine will be imported to your server in one folder. The program has a backup for the backing up at the end of the night.

Version 2.0 is in beta at the moment. It has a couple of bugs on my machine, maybe a few more on yours. I am working with my programmer as to the details of licensing, but we always looking for beta testers.

OK, Bert, my new Brother 8860DN just arrived so I am now ready to make the move to fax to PC in hopes of cutting down on paper and ink. Tell me again how I go about giving File Assistant Pro a trial?

Leslie

See PM

Me Too, Me Too!!! Daddy, daddy, Me Too!!!

But seriously, I guess we all need to get at least some sort of mid-level Brother fax machine to accept faxes and make them PDF's? Could a decent fax/modom inside a desktop serve the same function? It's all about making the incoming fax some sort of computer friendly doc right? I gather FAP can deal with other types as well, Words, I think I remember you talking at length about your use of Excel files too. FAP, FAP, FAP....

Thank you all,

What formats does AC accept besides PDF?

Chuck

Actually, I use basic microsoft fax and have them print to a PDF file. It seems that after a couple months, they do not want to work and I have to reconfigure, but I can weed through them quickly and my secretary will attach the relavent ones to the charts.

AC accepts PDF or tiff, actually any type of file, but PDF is the easiest to work with.

Paul,

Best thing to do is set up a time to call me tonight. Let's get this set up for you. I will do a GoToMeeting with you and show you program. Then we can do a remote if you need to to set it up on your PC. As a beta tester, you wil lget free upgrades and support for life (subject to change, of course -- not the free upgrades). Right now, we are averaging an upgrade a day. It is pretty much bug-free, but as Jon will tell you, it needs to be tested on XP Home, Vista Home, Vista this and that, 98, 2000. Currently, support is for XP and above.

Let me know.

And, yes, any pdf fax that comes in from your fax to PC will go directly to the program. It will take ANY file pretty much and Ed is working on an inside the program conversion to PDF. Now, that is awesome. Beta testers will enjoy free upgrades indefinitely.

For support, we prefer using remote access that XP Pro offers from your Help application.

Paul,

Put three folders in your main Amazing Charts folder called Data, Watch and Backups. We can then get you set up in five minutes. Much smoother than version one.

The setup is the newest install setup by Microsoft. Ed is using the latest programming software from Microsoft. And, guess what, and promise me you won't go anywhere with this. But, there is no EULA (for the time being), lol.

Hello All,

Wendell, why is PDF easiest to work with? Is it because it is editable? Do I need to purchase Adobe to do that?

Chuck

Chuck,

In general, PDF is not editable, which was one of its good points in the past. This has since changed as programs will allow you to edit it and especially change it to a Word document and back.

PDFs are considered the easiest to work with for several reasons and many more I will probably forget:

1. It is a small document taking up less space Kb-wise than most other documents
2. It is called a portable document file for a reason. You can send it easily via email -- most email programs aren't set to block it -- and most everyone has a PDF reader which Adobe gives for free. Most people don't have .tiff readers lying around.
3. It is easily password protected.
4. They are very easy to merge.
5. They can be saved in or read in one column, two columns or more.
6. It is compatible across platforms: Linus, Mac, MS, Smart phones, etc.
7. Can be made from almost any document and retain formatting.
8. It can be encrypted and made so that no one can edit it.
9. Extremely difficult to infect with a virus.
10. Can be viewed within a web browser.
11. The PDF format was originally developed by Adobe for the U.S. Federal Government to store its legacy files. Currently, the U.S. Federal Government is still the largest user of PDF technology. Most individuals have encountered the PDF format when downloading electronic tax forms from the IRS. It is the only format which usually meets all legal requirements. Other formats such as .tiff, jpg, and .giff must be copied immediately to a CD or DVD so as not to leave a footprint.
12. When using a high end printer, the pdf file produces a superior image than other formats.

Bert,
Do you mean the new MS program has no EULA or do you mean that FAP has none??? Sorry I just couldn't resist... But I was nice about it, now wasn't I??? I'm gonna set up those folders and call ya in a few minutes... Talk to you soon.
Paul

Folks,
Here's an FYI... I just did an install of Bert's FAP (File Assist Pro) onto our system. He was great (what else would he have been, right?) and it installed on our XP Pro P2P network very smoothly. I even did one of our laptops all by myself in short order, setting it's path back to the main computer, and BAM there were all our patients just like on the main one.

So today while I was out running some other errands I stopped by OfficeMax to look at a few Broter 5-1, AIO's.... FYI, for everyone.. It considering the Brothers as a full solution there is a hitch here. The PC faxing stuff while on work "out bound" if set-up ala network. The only way to have this feature work bi-directionally is with a more direct USB connection to a particular computer on your network. I'm not entirely sure if other computers that would then share in, would be allowed or capable of two way PC faxing either. This was not clear on the box and was as far as I could get by reading the fine print on the box. And it jives with what I remember reading on the Brother website months ago when I first research some of this. Now I maybe OK with this because

I would be setting this machine up in our back office where I work and where me and others would probably be doing the major scan thing, but I will have to run an extention of the phone line that is the fax line to the back. For me this is easy because I did actually work for old NYNEX back around 1990 as a install/repair person just before the "big strike". It fairly simple and I could probably walk someone thru it if they really wanted to do their own inside wiring... But just thought I'd share so folks would be better in the know.

Now I have a question for Leslie or anyone else who owns a Brother 5 in 1, PC faxing printer: I think you have one of these newer networkable PC fax capable Brothers, Yes??? If you do, what has been your experience with them and how do you like them? I'm also curious about scanning speed for making tons of PDF's for our long term storage of lots of scanned documents to get rid on all our paper? If I'm not mistaked the Brothers will allow the faxes to be converted into PDF's with their included software, ScanSoft???

We will start customizing FAP sometime this week with catagory tabs of Nancy's liking and needs. Will keep you all informed as we move forward with this. Heck I might even try VIPER (Dodge Viper V-10???) soon after this so far pleasant experience.... Got some suggestions knocking around in my head Bert, and I will try to get them together and out in an email to you in the coming days.... FAP, FAP, FAP!!!!

Paul

Hey, Paul. Thanks for the kudos. Maybe soon I can put you on the support team. Seriously.

As far as the fax machines, I would strongly suggest contacting the sales department of the company and make sure they tell you that it is networkable, PD to Fax and Fax to PC capable and that they will exchange it, if not.

Paul, I would encourage you to contact Adam who has the same AIO Fax/Scanner, etc. as I do but went out and got one of the Fujitsu ScanSnaps for just scanning. His staff loves it, because it is so fast.

Another idea. Given we have 2,000 users or just as that, maybe Jon could contact Fujitsu and Brother, ets. and ask them for a discount -- say 15%.

What do you think.

I very much appreciate your Beta testing.

I have a fujitsu - have been using it for a couple of years. The only problem I see is that it is not TWAIN compatible. Still works very well, but you do not use the control from within AC - my wife does all my scanning so she simply puts it in the scanner, presses scan and the software saves it - she then uses the import button - I suppose it would be a little bit faster if she could use the TWAIN control, but since we have never done that I do not know if it is faster. She is very fast scanning in addition to doing all the billing, usually about 80-120 items a day while she works (working on new faxes, mail and old charts). If TWAIN is important read the fine print some of the scansnaps do not do it.

Now with Bert's program I'm not sure I need the twain, but it sure seems strange. Most decent AIO's and scanners are, no? Which model number is the one you've got?

I am out of the office and don't remember the model, just be sure the scanner you are getting has TWAIN - although my wife really likes the scansnap software and is reluctant to change scanners because it works so well. Does not seem to slow her down and the software is great for other things.

Some fujitsu are TWAIN, but not all - some are only scansnap compatible. It is good software and inclued full adobe acrobat when I got it.

So I'm waiting for our ScanSnap to arrive in the next few days. My next big question is as follows:

Since the Brother AIO's that have PC faxing don't seem to make a PDF or some other really nice format out of the faxes, just some Brother only format or TIFF's, since I am going to be getting a full blown version of Adobe Standard with the scanner (included in the price, which I felt was worth at least half the price of admission), can Adobe convert TIFF's into PDF's for simple filing, archiving and storage???

Certainly Adobe can do anything. It can easily convert .tiffs to pdfs but that seems like an added step that you don't want. I have to admit that is one feature I didn't look at with the Brother, although I am not sure if it is unique to the AIO.

Personally, I wouldn't purchase any fax machine with Fax to PC that can't deliver the fax as a pdf. PDF is the worldwide standard.

Paul,
The Brother MFC 8600 does convert to PDF. I think it defaults to TIF but one can convert easily to PDF. I have had a little time to play around with my new machine. I can take an incoming refill request from a pharmacy, use the Paperport software tools to check the number of refills, digitally sign the request and fax it right back. I am then moving the file into a shared folder within Paperport currently labeled "REFILLS" with a subfolder called "April 2008". I plan to keep them there for 60 days and then delete them. So far so good with this machine.

Leslie

Leslie,

Excellent! I wish we could do that. I like that method. Just wanted to mention two things simply as food for thought to see your thoughts on it.

When we get faxes from pharmacies, since we don't have a smooth way of sending them back (maybe we could), we fax from AC, 1) to have a record and 2) to check they use that drug or how long it has been since we saw them for moderate persistent asthma.

Also, check your machine. There may be a setting (that took us a year to find) whereby your fax machine will send you the fax to your desktop AND autoarchive the file saving you one less step. Of course, it wouldn't show you had sent it.

Let me know your thoughts. The more we all contribute to the number one topic on AC (minus the eula -- sorry Paul, couldn't resist -- please forgive me), the better.

bert,

I thought about just faxing from AC to have the record but that took an extra step. I really do not use the script record (last refill) feature too often anyway because, inevitably, they need one today then come back in and need another to mail off...etc, etc. I also give a lot of samples so the refill record in AC, as a measure of compliance, is rarely accurate anyway.
I have a pretty good sense of when a patient is past-due for an appointment and I do check frequently if a fax comes through for a refill on someone I feel I have't seen lately. Once I get the hang of this, the staff will do, per computer, what they do for me now. They review the refill requests and check on the date of last visit and note that on the request. For the incoming faxes, they can check and annotate it right on the fax before I see it and take care of it. For controlled substances, I only refill if the pharmacy faxes or calls me. They then tell me when the last refill was (and from what doctor!) and I like that better as a way to keep track. Anyway, so far so good. Being able to edit the fax is fantastic.

Leslie

I agree with all of your sentiments especially the documentation of refills in AC. I don't think they would hold up in court very well.

Oh, by the way, I just signed you up for a talk and demonstration at Branson, lol. Did you say, "Oh Brother?" OK, bad joke.

Leslie,

Would you give a link to your make and model of fax machine to everyone since it sounds like it works very well?

Thanks.

I was reading through the posts and saw this question about getting documents into the AC inbox. I recently stumbled through a Yahoogroup on practice improvement and they spoke of using "UPDox" to do this. I don't know enough about AC except to say, I'm learning, I greatly appreciate this group, and this sounds like a solution to the question. UpDox website has user comments that are glowing in regards to how well UPDox get's info into the inbox. Am I even close to suggesting something that addresses the question? o I really want to ask that question?

crestondoc,

Welcome to AC. Please let us know a first name if possible.

You are correct about UpDox. We tend to forget about it after awhile. Andrew Barbash is the CEO, I believe. I have met him once. He has tons of energy and ideas. It is a very reasonable solution. You can also link it with OneBox to do even more or use OneBox for an answering service. Adam can tell you a lot more about that than I.

Thanks for mentioning it.

But I think many of us are looking for solutions that don't involve another interface that then gets us hooked to another monthly fee we have to pay just to be able to have these things work out alright. It's 2008 can't we all just get along? These types of issues shouldn't need a constant taximeter service just to have one's faxes come and go smoothly and in good formats.

Now I thank Jon for trying to get us a working solution, but how about one that is inside AC instead of outside AC? "I'll buy that for a dollar" (Running Man)

Mea Culpa, Mea Culpa, Mea Maxima Culpa. I am sincerely amazed at all AC does. Most of you have been in this, intensely, and have been more of a help to neophytes like me than you will ever know. "I don't see why we all just can't get along"...From the streets of LA, Rodney King. (attempt at humor)

awkward pause,

Tom
Internal medicine - solo practice
Iowa

I think the problem with an inside solution is the many different ways of interfacing a fax - external fax, internal fax, copy machine with fax inputs/network inputs - I actually find it more time effective to just get my pile of faxes off the paper fax machine and put all the refills in a pile - I then use AC to refill which allows me to see when last seen, etc (I live in a small town I may see the pt. socially every day or two and not realize that they haven't been in the office for 6 months about their diabetes) - my AC is hooked up to the outgoing fax and I automatically send it from the computer and then throw the refill requests into the shred box. The orders from nursing homes, consults, etc are signed and put into the SCAN box and then shredded. I really don't think that sorting them on screen would be more time effective for me.

Just a thought......

You are right, everyone has their way. I think the fax topic is the deadest horse on the web. But, I still like paperless. Except for the rare occasion at night when I have to manually fax something, I never touch the fax machine. It's so helpful to just have the staff label the faxes so I can see them on FA and import, delete, save for later, etc. Again, everyone is different, but it seems to save me so much time for all the scans, faxes, etc. to be in one place.

Nice to meet you, Tom.

Bert,
I'll do the talk only if Allison Kraus agrees to be my back-up singer.

Here's the link to the MFC
http://www.brother-usa.com/mfc/ModelDetail.aspx?ProductID=MFC8860DN

Leslie

Steven,

I agree that the time saved using fax to PC software may not be tremendous. But, the paper and ink savings will be significant. Pharmacies around here are now starting to add their own advertising crap on the bottom of refill requests...really ticks me off to have to use my ink and paper to pay for this. In this day and age, I am constantly looking for ways to tighten the belt (maybe the real solution would be to put the belt around my neck!). So far, I am finding this to be a relatively easy solution.

Leslie

Good point, Leslie.

And, that is a beautiful machine. Thanks for the link. I would buy it just for the design. BUT! I wouldn't buy it if it were a penny more. I mean who would pay $500 for it? But, $499.99, what a bargain (Tongue-in-cheek of course).

But, really, I dare a company to just say $500.

Bert,
You can find it cheaper. I only paid $359 (new, not refurb) Check the CNET site for sellers. It does change from day to day and seller to seller. I just checked the site and the price has already gone up.

Leslie

Leslie,

GTN (good to know -- people always comes up with these acronyms they think everyone knows, lol). I am about to throw our Muratec out the window. I despise AIO (all in ones -- sorry Paul). Would rather have Fujitus for scanning, yours for faxing, Xerox for copying and HP for printing. Sounds like the SNL skit with Ricoh --- gonna make a copy....

Of course, if anyone will get the link to that it would be you or Brian.