Sending Digital Faxes
Learn how to send clinical documents, orders, and charts to analog fax machines via the integrated digital fax api.
Overview
Intelligent Office Suite allows clinics to bridge the digital gap by automatically converting referral records and clinical attachments into high-quality PDFs and transmitting them to standard analog fax lines.
Operational Guidelines
- Recipient Fax Validation: Verify that recipient office directories include a valid 10-digit fax number.
- Status Polling: Faxes undergo several states: `pending`, `sending`, `success`, and `failed`.
- Failures & Resending: If a fax fails due to a busy line or bad connection, a retry button is rendered on the Sent Referral details screen.
Getting Started
Setting up and executing outbound faxes is integrated directly into the referral dispatch pipeline. Follow these steps to ensure delivery:
1. Verify Fax Number
Ensure the recipient office entry contains a valid 10-digit analog fax line number before attempting transmission.
2. Configure Gateway Secrets
Ensure your digital fax credentials and API keys are properly saved in the organization settings dashboard to authenticate outbound requests.
Need Developer References?
For complete API configurations, webhook callback payloads, and logs checking parameters, see the official OfficeSuite Fax Gateway Specs.
Outbound Fax Delivery Flow
Each fax passes through a real-time background queue to guarantee delivery and connection integrity:
1. Referral PDF Compilation
Referral details, insurance parameters, signatures, and uploaded attachments are dynamically compiled into a unified high-resolution PDF.
2. Background Queue Dispatch
A background worker captures the PDF file path and recipient information, queuing the job to isolate transmission workloads.
3. Analog Line Transmission
The digital fax engine opens a line to the recipient's physical analog fax machine, dialing the destination and sending the payload.
4. Status Hook & Failure Recovery
Delivery statuses (`success` or `failed`) are caught via webhook. Busy signals or disconnects trigger alerts, allowing staff to easily hit "Retry" on the Sent Referral details screen.