Getting Started with eFax (Implementation and Setup)

Version 20.17

This documentation applies to On-Premise and Cloud Practices that have been updated to OP 21.0 If your Practice has not yet been updated to 21.0, refer to the documentation located in the Version 20.18 tab above. To check your OP version, go to Help tab > About and refer to the Build Number field.

About

Once your Practice has contracted for the eFax Service and the OP Implementation Team has completed their configuration and enabled this feature, you'll see additional options in the following areas of OP: 

  • Main Navigation Panel: Two new items, Unread Fax (if contracted for Inbound eFaxing) and Failed Fax (if contracted for Outbound eFaxing), are included in the Messages group. Both of these items display a badge count indicating that there are items that require attention by OP users who have been assigned to a fax-enabled OP Department. When clicked, the user is taken to the corresponding tab in the OP Message Center where they'll be able to access unread inbound faxes (Unread Fax) or troubleshoot and resend failed outbound faxes (Failed Fax). 
  • Message Center and Message Window: New tabs are displayed in the Message Center: 
    • Unread Fax and Read Fax (if contracted for Inbound eFaxing)
    • Failed Fax and Sent Fax (if contracted for Outbound eFaxing) 

In the sections below, you'll learn additional setup that your Practice needs to complete.

Assign Permissions to Send Fax

The Practice Administrator needs to add the Messaging_Send_eFax permission to each user who would need to have access to the Fax button in the Message window. This button is used to transmit outbound eFaxes.

  1. Navigate to Security Administration: Admin tab > Security Administration > Users tab.
  2. In the Users column, select a Staff ID.
  3. In the Permissions column, select the  Messaging_Send_eFax permission.
  4. Click the left-facing arrow to assign the permission to the selected Staff ID.

Assign Users to Fax-Enabled Departments

The Departments in OP that were configured to receive inbound faxes were identified during your Practice's contracting and implementation of eFax. Follow the steps below to add users to those Departments. If you're not sure which Departments are mapped to receive eFaxes, confirm with your Practice Administrator or the OP Implementation Team.

  1. Navigate to the Staff Directory: Practice Management tab > Staff/Providers.
  2. In the Staff Name column, select a Staff member or Provider who needs to receive eFaxes.
  3. Confirm their Department assignments or add them to a Department that has been configured to receive eFaxes.

Note: If it is decided to create additional Departments after the initial mapping for eFax has occurred, the Practice will need to contact OP's Implementation Team at implementation@officepractium.com to have that new Department configured for eFax.

Increase Scanning Page Limit

Document Management is the functional foundation of the eFax workflow. Because of this, you'll want to review the Scanning Page Limit set in Global Preferences and increase the Monochrome limit if your Practice will receive eFaxes that contain more pages than your Practice's current limit setting. This will ensure that your workflow for managing inbound eFaxes is not disrupted by exceeding the number of pages. See Set Scanning Page Limit for information on how to change this setting.

Version 20.16

About

Once your Practice has contracted for the eFax Service and the OP Implementation Team has completed their configuration and enabled this feature, you'll see additional options in the following areas of OP: 

  • Main Navigation Panel: Two new items, Unread Fax (if contracted for Inbound eFaxing) and Failed Fax (if contracted for Outbound eFaxing), are included in the Messages group. Both of these items display a badge count indicating that there are items that require attention by OP users who have been assigned to a fax-enabled OP Department. When clicked, the user is taken to the corresponding tab in the OP Message Center where they'll be able to access unread inbound faxes (Unread Fax) or troubleshoot and resend failed outbound faxes (Failed Fax). 
  • Message Center and Message Window: New tabs are displayed in the Message Center: 
    • Unread Fax and Read Fax (if contracted for Inbound eFaxing)
    • Failed Fax and Sent Fax (if contracted for Outbound eFaxing); additionally, when composing a new message, a Fax button is displayed in the Message window. This button is used to transmit outbound eFaxes.

In the section below, you'll learn how to make sure the correct OP users receive inbound eFaxes by assigning them to fax-enabled Departments.

Assign Users to Fax-Enabled Departments

The Departments in OP that were configured to receive inbound faxes were identified during your Practice's contracting and implementation of eFax. Follow the steps below to add users to those Departments. If you're not sure which Departments are mapped to receive eFaxes, confirm with your Practice Administrator or the OP Implementation Team.

  1. Navigate to the Staff Directory: Practice Management tab > Staff/Providers.
  2. In the Staff Name column, select a Staff member or Provider who needs to receive eFaxes.
  3. Confirm their Department assignments or add them to a Department that has been configured to receive eFaxes.

Note: If it is decided to create additional Departments after the initial mapping for eFax has occurred, the Practice will need to contact OP's Implementation Team at implementation@officepractium.com to have that new Department configured for eFax.