Documents that arrive at your practice by fax or email land here: referrals, records requests, completed forms, insurance correspondence.
Front Desk → Fax & Email. Available when the REFERRALS feature is enabled.
What happens to an inbound document
It arrives
A fax to your practice fax number, or an email to your intake address. The document is stored as it arrived. The original is never modified.
It is read
Faxes are scanned images, so they are put through OCR. Emails have their attachments extracted.
Referrals are extracted
If the document is a referral, the patient details, referring practice and provider, reason, and any codes are pulled out and a referral record is created. See Referrals. It waits in the inbox
Everything is here regardless of what was extracted, so a document the system did not recognize is still visible rather than silently dropped.
Extraction takes a few moments after arrival. A document that appears in the inbox with nothing extracted yet is normal; one that still has nothing after a few minutes is worth opening.
Working the inbox
Open a document to see the original alongside whatever was extracted from it. Duplicates of a document you already received are recognized and grouped rather than creating a second referral.
Documents that are not referrals stay here as a searchable record. This is your fax archive.
Setting it up
Your practice gets a fax number and an intake email address during onboarding. Point your existing fax line at the VoxHealth number, or publish the new one to referring practices.
Most inbound referrals arrive by email, not fax. A referring office’s system emails a PDF. Make sure the intake email address is the one you actually give out.
- Referrals: what gets built out of these documents
- Reports: the Referrals report, for volume and sources
