Fax
Physician orders, F2F encounters, referrals, and signed POCs still arrive by fax — that's not going away. Most agencies pay an eFax service per page and then manually copy each PDF into the client's chart. Carelytic gives every agency a dedicated fax line built into the platform, auto-routes inbound faxes to the matching client, and classifies the document type so it lands where the clinical team will actually find it.
Auto-routing
Every inbound fax runs through a three-step routing pass before it reaches your inbox. When it works, the fax shows up already attached to the right client with the right document tag. When it doesn't, it sits in an unassigned queue your intake team clears in seconds.
If the fax came from a number saved in your Recipients list (physician, hospital, SNF, lab, payer) and that contact is associated with a single client, route to that client immediately. Most physician offices fax from the same number every time — this hits.
The first two pages get OCR-scanned for any of your tenant's clients in Last, First or First Last patterns. Exactly one match → route. Zero or multiple matches → fall through. No false-positive risk because we only auto-route on a unique match.
Keyword-classified on receive: "PLAN OF CARE" → CMS-485, "Face-to-Face" → F2F, "REFERRAL" → Referral, plus Physician Order, Lab, Progress Note, and Admin. The clinical team sees the fax tagged correctly without sorting through a generic inbox.
Faxes that don't match anything fall into the unassigned queue. One-click "link to client" from the inbox UI clears them in seconds — and the linkage gets audit-logged for HIPAA.
Send
Send a fax from the client chart, the intake referral flow, or the standalone send modal. Recipients are saved contacts ranked by recent use — most agencies fax the same dozen physicians and three SNFs over and over, and Carelytic knows it. Cover sheet auto-prepended with the HIPAA confidentiality notice and your sender info.
HIPAA-aware by default
Every fax message, recipient, and PDF is bound to a single tenant. A multi-branch agency operates one fax line; a multi-tenant CSM cannot accidentally see fax content across tenants without an audit-logged impersonation session.
PDFs live in Azure Blob with no public URLs. Downloads route through a Django view that audit-logs who accessed which fax, when, from which IP. Same audit standard as every other PHI surface in the platform.
Default cover sheet ships with the standard HIPAA confidentiality notice ("If you are not the intended recipient, please notify the sender immediately and destroy all copies."). Editable per tenant if your compliance team requires variant language.
Telnyx is the default provider, but the adapter pattern (same as our Stedi clearinghouse architecture) means we can swap to Documo, Sinch, or another HIPAA-compliant fax vendor without touching tenant data. Provider lock-in is not your problem.
Carelytic carries a BAA with our fax provider for the platform-level account. Your tenant's BAA with us extends to fax automatically — no separate contract to negotiate, no separate vendor relationship to maintain.
Optional per-tenant monthly page cap surfaces in the inbox header ("243 pages this month"). Helps Enterprise tenants spread cost across branches predictably and catch unexpected volume before the bill arrives.
Why this matters
Mid-market agencies typically receive 30–80 inbound faxes a day — physician orders, F2F encounters, referrals, hospital discharge summaries, signed POCs, lab results. At most agencies, intake or a back-office coordinator manually downloads each PDF from an eFax portal, opens the right client's chart, attaches the file, and tags it. That's roughly 90 seconds per fax × 50 faxes = 75 minutes a day of work that auto-routing collapses to a glance and an occasional one-click reassignment.
A 30-minute demo on the inbox flow + send-from-chart, then a quote in your inbox the same business day.
