Electronic Faxing (eFax) is the secure sending or receiving of electronic fax documents through email. Using a secure electronic fax server, outgoing email attachments are turned into faxes and incoming faxes are turned into email attachments and delivered to the designated mailbox. UIHC is transitioning away from the traditional paper fax machines to this supported electronic faxing method for both incoming and outgoing fax needs. Due to constraints on certain UIHC computers, Scratch Pad is a software that allows the temporary saving of an email attachment from an incoming eFax in order to upload the file into Epic as needed.

Resources

The following resources provide information on eFax functionality.

  • Adding an Outlook Mailbox - (Handout) Inbound faxes are received through shared Microsoft Outlook mailboxes which can be added through the Outlook or Outlook Web Access.

  • Creating a Signature Block - (Handout) In Microsoft Outlook the signature block can include text that is regularly shared when sending electronic faxes. When used for this purpose, the signature block will appear on the second page after the generic cover page.

  • Creating a PDF from Epic Documents using BioPDF - (Handout) When sending an eFax, users can now create a PDF attachment directly from within Epic.

  • Editing PDF Documents - (Website - External) Adobe Acrobat is used to edit PDF documents with tools to rotate, delete, extract, crop and split documents.

  • Managing a Failed Fax Generated from Epic - (Handout) When a fax fails that was generated from Epic a notification message populates the Failed Fax folder in the In Basket or a Failed Fax workqueue. Staff members assigned to resolve failed faxes should follow this process.

  • RightFax Web Client User Guide - (Handout) The RightFax Web Client is a powerful tool that can be accessed by users to send and receive faxes.

  • Scanning and Importing Internal and External Documents - (Handout) Internal UIHC and external facility documents can be scanned and imported into the Media Manager.

  • Saving to a Temporary Network Drive - (Handout) Scratch Pad is available on clinical workstations to be used as a place to temporarily save documents.

  • Scanning/Importing Policy and Procedure - (Handout - External) The Department of Health Information Management policy and procedure for scanning/importing information into the EMR.

  • Sending an Outbound Fax for Outlook and OWA - (Handout) Microsoft Outlook can be used to convert an email message to fax format and send it to the recipient’s fax number.

  • Using the Route Button in Chart Review - (Handout) The Route button provides the option to send patient documentation via Mail, Fax, or In Basket by searching for an existing list of recipients (facilities/providers) or manually entering the recipient.

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