Managing Faxes

How to send a fax:

1. Open the EHR chart
2. Open chart print
3. Uncheck all
4. Select specific items
5. Click “fax” at the top
6. Once the fax server pops up, refresh or wait until the red line item appears
7. Click the box beside it and click send
8. Enter the fax number of the recipient
9. Add a message if needed
10. Send
11. From either PM or EHR click Modules> AdvancedMD fax
12. The fax server will pop up in a new window
13. Sort and tag categories for each fax, oldest to newest
14. Next, handle the faxes using the categories below:

How to check and sort faxes:

1. Open the fax server from AMD (in either PM or EHR) by clicking Modules> AdvancedFax
2. From oldest to newest, go through each fax and tag it's category using the colored flags. 
   1. This will make it easier to find a specific fax in the future if needed. It can also help to prioritize which need to be handled more quickly.
   2. Prior Authorizations:
      1. Rejection notice, approval, or denial:
         1. Click "Send Item"
         2. Search for and click the patient name
         3. Check the box by "EHR"
         4. Click OK
         5. Enter the subject:
            1. For Rejection: "PA Rejection- Medication Name"
            2. For Approval: "PA Approval- Medication Name"
            3. For Denial: "PA Denial- Medication Name"
         6. Category: Meds and Prior Auths
         7. Check the box by "sign off" and enter your sign-off code
         8. Click "send" at the bottom right
         9. Add to or update Prior Authorization project management board (if not already in the board)
         10. For approvals or denials, inform the patient using the associated Doctible text template
   3. Medication refill requests:

1. 1. 1. For Dr. Portillo, Dr. Kehr, Dr. Ng, Dr. Wu: Archive
      2. For Dr. Carr, Dr. Harmon, Dr. Johnson:
         1. Add to EHR, do not sign off
   2. Junk: Archive
      1. Possible therapy duplication alert
      2. Patient safety alert
      3. Immunization records
      4. Promotional material
   3. Medical records:
      1. Click "Send Item"
      2. Search for and click the patient name
      3. Check the box by "EHR"
      4. Click OK
      5. Enter the subject: Medical Records (specify doctor or practice if possible)
      6. Category: Medical records
      7. Do not sign off
      8. Click "send" at the bottom right
      9. Add to or update Medical Records project management board (if not already in the board)
   4. Medical record requests/ release of information:
      1. Record requests:
         • Send item to the EHR chart following above steps, sign
         • Add task to Medical Records project management board, and follow Medical record cheat sheet instructions
      2. Release of information:
         • Send to the EHR following steps above, sign
         • In the PM chart, under “custom tabs” add the entity or person consented for
           • If the consent is a typed name rather than an official eSignature, or if the document comes from a third party (not a medical practice), our internal consent form will be required in order to fulfill the request.
   5. Labs: 
      1. If ordering doctor is a doctor in our practice, archive
      2. If ordering doctor is not in our practice, follow above steps to send to EHR chart, and DO NOT sign.
   6. Forms/Paperwork:
      1. Send to EHR chart, sign
      2. Follow cheat sheet for letters/paperwork
   7. New Patient Referrals:
      1. Download the referral and save to the new shared team folder "Referrals"
         • Save the document in this format: "D. Schwartz Fax Referral 7.2.26"
      2. Slack the back office channel that we have received the fax referral and to please contact the patient.
      3. The sales team will then enter the contact info into Hubspot and proceed as usual, be sure to note the referral source.
      4. If you are able to successfully book this patient, upload the referral to the chart so the doctor can review.
      5. When all PHI is deleted from our shared files at the end of each month, if they did not book, I will delete these documents. If they are still in progress, I will leave it until they either do or don't book.

• For Dr. Portillo, Dr. Kehr, Dr. Ng, Dr. Wu: Archive
• For Dr. Carr, Dr. Harmon, Dr. Johnson:
  • Add to EHR, do not sign
• For Dr. Lyerly: Send Doctible text to let him know
• Possible therapy duplication alert
• Patient safety alert
• Immunization records
• Click “send item”
• Type patient name and select from the recipient section
• Send to EHR
• Ok
• Subject name: Medical Records (specify doctor or practice if possible)
• Category: Medical Records
• Send
• Record requests:
  • Send item to the EHR chart following above steps, sign
  • Add task to Shared Board under Medical Records, and follow Medical record cheat sheet instructions
• Release of information:
  • Send to the EHR following steps above, sign
  • In the PM chart, under “custom tabs” add the entity or person consented for
• Send to EHR chart, sign
• Follow cheat sheet for Letters/Paperwork
• Download the referral and save to the new shared team folder "Referrals"
  • Save the document in this format: "D. Schwartz Fax Referral 7.2.26"
• Slack the back office channel that we have received the fax referral and to please contact the patient.
• The sales team will then enter the contact info into Hubspot and proceed as usual, be sure to note the referral source.
• If you are able to successfully book this patient, upload the referral to the chart so the doctor can review.
• When all PHI is deleted from our shared files at the end of each month, if they did not book, I will delete these documents. If they are still in progress, I will leave it until they either do or don't book.

Medication refill requests:

Junk:

Medical records:

Medical record requests/ release of information:

Labs: archive

Forms/Paperwork:

New Patient Referrals: