Fax

Online fax for medical practices keeps referrals and records moving without a noisy machine and a stack of paper. PatientCopilot includes a fax tool at fax.patientcopilot.ai, so your team can send and receive faxes from a computer alongside the rest of your patient communication.

Send and receive online

Many offices still send referrals, records and authorizations by fax. You do not have to keep a machine to do it. Sign in, send a document and receive incoming faxes on screen.

• Send faxes from your computer
• Receive faxes without paper
• Use it next to your texting, email and inbox tools

Chiropractors, physical therapists, primary care offices and attorneys all exchange documents this way, so fax stays useful even as the rest of your work goes digital.

Fits how referrals still move

Faxing is common in healthcare because it is familiar and widely accepted. Online fax gives you the same result with fewer steps. No toner, no paper jams, and no walking to the machine every time a document arrives.

Security and BAA

Faxes often carry protected health information, so security matters. PatientCopilot states that it is HIPAA compliant and describes its safeguards in the HIPAA policy and FAQ. Read those documents for the exact commitments, including how the business associate agreement works. Then follow your own policies on who may send faxes and what they may include.

Move off the fax machine

You can retire the machine in a few steps.

1. Open fax.patientcopilot.ai and sign in.
2. Send a test fax to a partner office.
3. Tell referring offices how to reach you.
4. Check the number setup for your account before you switch fully.
5. Retire the machine once incoming faxes arrive reliably.

Use it with the rest of the platform

Fax sits with your other patient communication, so your team does not need a separate system to learn. For text, email and calls, you already have the Patient Inbox. For secure intake and consent, use digital forms and e-signature. Fax covers the offices that still prefer it.

Always confirm the recipient's fax number before sending, and use a cover sheet with your contact information. Treat each outgoing fax as you would any other disclosure of patient information.

Run a tidy fax routine

Faxing works best when the process is clear. Keep a short checklist at the front desk: confirm the recipient, use a cover sheet, attach only what is needed and check the confirmation. For incoming faxes, decide who reviews them each day and where they go next, such as the patient record or a provider's queue. Keep a list of the offices you fax most often, along with their numbers, so staff do not retype them. If you receive referrals by fax, tell referring offices where to send them. Review the process every few months. Online fax removes the machine and the paper, but a good routine is what keeps documents from getting lost.

When you are ready to switch, give your team a short walkthrough and keep the instructions where staff can find them. A ten minute demo on sending, receiving and filing a fax is usually enough to get everyone comfortable.