Setting Up AutoFax

Overview - What is AutoFax

AutoFax is a method of delivering transcriptions to Associates (CCs) on the report. When a Transcription meets the faxing requirements and is completed from the trigger; a fax queues in the server and is then sent to the intended recipient.

Requirements for a fax to send are:

Client enabled: Client Maintenance > Client Defaults > Per Page Fax Settings > AutoFax Enabled

Location enabled: Client Maintenance > Location Maintenance > Edit Location > Folder Options > Enable AutoFax

DocType enabled: Client Maintenance > Document Maintenance > Edit DocType > Workflow Options > Enable Autofax

User enabled: Client Maintenance > User Maintenance > Edit User > Dictating Clinician Options > Utilize Autofax

Associate method of delivery: Client Maintenance > Associate Maintenance > Edit Associate > Method of Delivery > Auto-Fax

These settings allow AutoFax to be customized for under what conditions faxes would be sent out. For example, only certain doctors or locations might want to use the feature for these situations, turn off those that do not want to fax.

Although this might seem like many requirements, usually all doctypes, locations, dictators are turned on and the only question is whether the Associate is setup for the AutoFax method of delivery. If you ever have a question of why a file did not fax, all of these options should be reviewed.

The Trigger for a fax to send is located here:

Client Maintenance > Client Defaults > Per Page Fax Settings > AutoFax after Event

The fax will trigger anytime the transcription is beyond the point of the workflow that you select. For example, if the trigger is the final folder and the file is moved using InCommand to Search All, the file will fax.

Also note: Although only the Review1 and Final1 folders are present in the choices, they actually represent that status level. So if Review1 is chosen, and the file is completed from Review1, but still sits in Review2: the file will not fax (until completed from Review2 as well).

There are other options available regarding the fax coversheet and whether it is sent and what information shows on it. You can see more information about that here:

Fax Cover Sheet Settings

There is also a notable setting here:

Client Maintenance > Client Defaults > Per Page Fax Settings > Do Not Generate AutoFax Envelopes or Cover Letters

This refers to the cover letters and envelopes that would normally be printed if the associate was method of delivery = Mail.

Billing for AutoFax

There are two rates that you can charge your client for AutoFax found here:

Maintenance > Clients Subtab > Edit Relationship > Rate Information > Per Page Fax Settings > Fax Rate

Maintenance > Clients Subtab > Edit Relationship > Rate Information > Per Page Fax Settings > Client Cover Page Rate

Only faxes that are successfully sent (the recipient fax machine confirms receipt of the same number of pages as we report to have sent) will be charged to the client.