Managing Faxes

Overview

Send and receive faxes directly in ICANotes+ using the integrated fax service powered by Kno2. Send documents from a client's chart, track fax delivery status, and manage incoming and outgoing faxes from a centralized location.

Fax is a paid add-on feature that is not enabled by default. Contact Sales (sales@icanotes.com) for more information.

Sending a Fax from a Client's Chart

To send a fax from a client's chart:

Open the client's chart and select the Documents tab.
Select the documents to fax:
- To fax multiple documents, select the documents in the Documents tab.
- To fax a single document, select the three-dot menu for the document and select Fax.
Select the option to send the documents as a fax.
Enter the fax number.
Select Send.

Files with the .webp and .avif extensions are not supported for faxing.

Checking Fax Status

The Fax History tab, next to Documents, lists every fax sent for a patient along with its status:

Pending — the fax is still being sent.
Success — the fax was delivered.
Failed — the fax didn’t go through.

A failed fax shows a menu (•••) on its row with a Retry option, so you can resend it without starting over. This menu only appears on failed faxes.

After the fax is successfully sent, it appears in the Documents tab with the date and time.

Managing Faxes from a Centralized Location

Incoming faxes arrive in a centralized staff inbox, where staff review and route them.

The staff can search for and manually assign the correct client.
Once a fax is assigned to a client, it’s filed into their chart and becomes part of their record, visible to clinicians.

To view the received faxes,

From the left sidebar, select the More option.
Select External Messages.

Compose a New Fax

You can compose and send a fax from the centralized fax location.

To compose a new fax:

Select the pencil icon.
Enter the fax number in the To field.
Select a client.
Select the documents to fax.
Enter the subject.
Enter the fax message.
Select Send.

View Sent Faxes

After a fax is sent successfully, it appears in the Sent Faxes tab.

View Draft Faxes

Faxes that you do not send are saved in the Drafts folder. You can access the folder to review and send a fax later.

View Deleted Faxes

Deleted faxes appear in the Deleted folder. You can move them to a custom folder for future reference.

Move Faxes to Custom Folders

You can create up to five custom folders to organize faxes for future reference.

To move a fax to a custom folder:

Select the dropdown in the upper-right corner.
Select the custom folder where you want to move the fax.

Need Help?

For further assistance, contact:
📞 Phone: 443-203-5857
📱 Text: 866-301-0085
📧 Email: ticket@icanotes.com
💬 Chat: https://app.icanotes.com

Proprietary Notice Information: This article is provided for informational purposes only, and the information herein is subject to change without notice. While every effort has been made to ensure that the information contained within this article is accurate, ICANotes cannot and does not accept any type of liability for errors in, or omissions arising from the use of this information.