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Integrated Outbound Fax

  1. Integrations
  2. Integrated Outbound Fax

    3. 11 min read

Welcome to our Integrated Outbound Fax guide. We’ve partnered with Documo, a HIPAA, PIPEDA, and GDPR-compliant, cloud fax software so that you can send faxes directly from your patients’ charts. Currently, you can fax a single chart entry, multiple chart entries within a date range, or whole Treatment Plans from the patient profile along with a cover page.

Inbound faxing isn’t integrated into Jane, but you can receive inbound faxes directly to your Documo portal, so your entire fax history will live in one place.

The team is continuing to improve on this feature and would love to hear your feedback.

This integration is available for clinics in 🇨🇦 Canada and 🇺🇸 the US.

Signing up for a Documo license

Jane users can sign up for a Documo license from their Jane account for a special rate of $15 USD/month. This includes:

  • 500 fax pages per month + $0.08 per page for each additional page

This includes inbound faxes which you can receive through the Documo portal and outbound faxes which you can send directly through Jane.

You also have the option to bring over your existing fax number for a one-time fee of $15 USD.

To sign up for your Documo license, head to Settings > Integrations > Documo > Get Started:

Next, click Sign up for Documo:

You can choose a password for your Documo account and click Continue:

Now you should see a confirmation page like the one below.

You’ll want to head to your email inbox to activate your account and click Confirm Email:

Okay, you’re all set! Now you’ll connect your Documo account to Jane by following the steps in the next section of this guide.

Connecting Documo with Jane

Once you’ve signed up for your Documo license, it’s time to link it to your Jane account. Start by signing into the Documo portal and selecting API Keys. Now copy the API Token and head back to Jane.

Once you’re back in Jane, you can click Settings > Integrations > Documo > Get Started:

Paste the API Token into the Token field and click Connect:

Creating a custom cover page template in Documo

Before you send your first fax, you can set your default cover page in Documo. The cover page template set as the Account Default within Documo will automatically be applied as the cover page for all documents.

To set the default, sign into the Documo portal and head to Cover Pages. Once you find the template you’d like to use, click the three dots to open the menu and select Set as Account Default:

Sending a fax

Once you have successfully set up your Documo integration, you’re ready to send your first fax! 📠

There are three different ways to send a fax in Jane. You can either send a single chart, multiple charts within a date range, or all the charts within a Treatment Plan.

Faxing a single chart

Start by heading to your patient’s charting area and click the drop-down arrow to the right of the chart entry you want to send. Select Fax from the dropdown menu.

Once you have selected the chart entry you’d like to fax, you’ll enter the Recipient Name and Fax Number.

If you haven’t done so already, enable Cover Page by flipping the toggle to blue. When sending a fax from Jane, you will also be able to add customized details into the Subject and Notes fields for each individual fax for any specific info you’d like to include, ensuring the cover page fits your needs every time.

💡 Jane tip: if you’d like an inbound fax to go to a different fax number than the number you’re sending from, you can add that into the Notes section of the Cover Page ⤵️

When you’re ready, scroll down and click Send.

Once the fax has been successfully sent, you should see a green Sent notification at the top of the page.

You’re doing great!

Faxing multiple chart entries in a date range

To fax multiple chart entries, start in the patient charting tab and click Filter/Export followed by the Date Range you’d like to fax:

Now click the three dots to the right of the filter options and select Fax.

Faxing a Treatment Plan

To send a Treatment Plan, click Actions next to the Treatment Plan you’d like to send and select Fax.

Viewing your fax history

If you’d like to view your detailed fax history, you can log in to the Documo portal and click History.

💡 Jane tip: The History tab is also where you can view inbound faxes.

Select the checkbox for the fax you’d like to see and click on View/Print to open the file:

Disconnecting the Integration

If you would like to disconnect the integration at any point, head to Settings > Integrations > Documo > Disconnect:

FAQ & Troubleshooting

Can I receive inbound faxes?

Yes, though you will only be able to view them in Documo, not in Jane. There are a few spots in Documo where you can view incoming faxes, but the main one is the History page. Notifications for inbound faxes can also be sent directly to a user’s email.

Additionally, you can download an incoming fax and upload it to a patient’s chart as needed.

Will Jane use my contacts in Documo when sending a fax?

No, right now Jane does not pull contacts from Documo when you send a fax, but we’re working on making this process a little smoother for you.

Can I send a fax to an international number?

Yes, you can reach out to [email protected] and request that international faxing be enabled for your account. Please note that different rates apply for sending international faxes.

My fax has an error code, what does it mean?

Documo has a great resource for common Fax Error Codes here.

Here are some quick tips from Documo:

  • 6100 error code is a busy signal and also the most common error.

  • 8000’s error codes usually mean a connection failure from either the sender or recipient. Always try resending these faxes, and remember, failed faxes do not count towards your license limit of 500 pages per month.

  • 5000’s error codes refer to an issue with the document being faxed. You can reach out to Documo at [email protected] for assistance.

  • The Net::HTTPForbidden error means that your 14-day trial of Documo has ended. You can select a new plan by clicking the link in the reminder email you received from Documo, or by heading to the Billing tab in Documo and selecting the Jane plan.

What if I send & receive way more than the 500-page per month limit?

If you send and receive far more than 500 pages a month or require more than 3 fax numbers/users, please email [email protected] to request a custom rate.

Do inbound faxes count towards my 500-page per month limit?

Yes, any pages that are successfully transmitted count toward your monthly total, including inbound pages.

Are outbound cover pages counted towards my 500-page per month limit?

Yes, outbound cover pages are included in your 500-page monthly limit. Every successfully sent page, including cover pages, counts toward your total.

Do failed faxes count towards my 500-page per month limit?

No, only pages that are successfully transmitted count towards your monthly total.

How do I transfer over my existing fax number?

You can transfer over your existing fax number for a one-time fee of $15 USD. Submit a port request through the porting tab in Documo to get started. Check out Documo’s guide for more details.

If you are currently signed up for Documo’s 2-week trial, we recommend you wait to transfer over your existing fax number until you have signed up for a paid plan to ensure there’s no interruption for inbound faxes.

Can I import my contacts to Documo?

Documo has an address book that you can import contacts to by uploading a CSV file. Check out Documo’s guide here for details.

Can I customize my cover sheet details based on patient and practitioner?

The cover page template set as the Account Default in Documo will automatically be used for all faxes, but you can change it anytime in the Documo portal.

When sending a fax from Jane, you can also add customized details into the Subject and Notes fields for each individual fax for any specific info you’d like to include, ensuring the cover page fits your needs every time.

Can each practitioner send a fax from their own fax number?

The Documo plan for Jane customers includes 3 fax numbers, but only one can be set as the default at a time. The default number is the one faxes in Jane will be sent from, and the one that replies will be sent to.

💡 Jane tip: if you’d like an inbound fax to go to a different fax number than the number you’re sending from, you can add that into the Notes section of the Cover Page when sending a fax.

You can set your default number in Documo via Fax > My Fax Numbers > Set Primary. You cannot easily switch between numbers from within Jane at this time.

If you have any questions please don’t hesitate to get in touch with our lovely team. Happy faxing 🎉
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