Why Fax Management is Important for Clinic Operations

Fax management plays a large role in modern clinic operations. Many clinics receive important patient data via electronic fax (eFax) and have to spend countless hours manually searching for data and copying it over to their EHR solution.

Being able to minimize the labor needed for fax management could help improve business operations for clinics across the country. The question is: “How can you improve fax management in your practice?”

The Phoenix Ortho team spent a great deal of time working with orthopaedic specialists across the country to develop an answer to this question: Phoenix’s integrated iPHax AI eFax solution. What is iPHax AI, and why are such fax solutions for small businesses important to practice management?

What is iPHax AI?

Phoenix Ortho’s iPHax AI is an automated solution for processing both inbound and outbound faxes for orthopaedic clinic operations. It was custom-built to meet the needs of orthopaedic clinic practices while saving time and money on fax management.

How Does This eFax Solution Work?

iPHax AI checks incoming electronic faxes for important patient data, such as:

• Patient name
• Date of birth
• Originating entity
• Data category (clinical imaging, clinical lab, pharmacy, etc.)
• Patient health data

This information is then associated with an existing patient or, if it doesn’t match an existing patient, added to an “unknown” folder for further staff review. Once captured, the data is set aside for staff to review and approve to add to a patient’s chart in the Phoenix Ortho Electronic Health Record (EHR) solution. This way, instead of having to manually copy/paste or type everything themselves, orthopaedic clinic staff can simply click a button to approve adding data to a patient’s chart, and simultaneously send an alert or task to the appropriate clinical team member, notifying them that the document is in the patient chart, ready for review.Phoenix Ortho’s iPHax AI solution also improves clinic operations by eliminating junk faxes so your staff doesn’t have to deal with them. These faxes are consigned to the “clutter” folder for easy disposal.

Outgoing fax management is also improved with iPHax AI. The solution can associate any document generated within the Phoenix Ortho EHR with a set list of recipients. Once the document is completed, it can be sent to the whole list at once to save time.

This part of the eFax solution was specifically designed to meet the complex requirements of the Workers’ Compensation (WC) system in California—one of the toughest Workers’ Comp states in the U.S.! For example, on a WC claim-related document, you could add associated case contacts to the recipient’s list, including the attorney, claims adjuster, and the employer so all parties have the information they need.

The Benefits of iPHax AI for Orthopaedic Practice Management

How does using automated fax solutions such as iPHax AI help your clinic operations and practice management? Here are a few ways:

1. Reducing Labor for Fax Management. In one clinic, using iPHax AI allowed staff to go from using four Full-Time Equivalents (FTEs) per week for fax management to only using one FTE/week to manage faxes—reducing fax-related labor by 75%!
2. Eliminating Manual Data Entry Errors. By using an automated system to identify and record data from electronic faxes, you can eliminate data entry errors from people trying to manually copy data—improving clinic operations.
3. Simplifying Document Sharing. Creating lists of recipients for important documents and using automatic delivery makes keeping key staff informed incredibly simple. This can help to improve patient care by keeping specialists (such as orthopaedic surgeons or anesthesiologists) apprised of important patient information.

By saving time, eliminating errors, and improving collaboration, iPHax AI can make a significant impact on your practice management.

Curious about how Phoenix Ortho’s eFax solution can improve your clinic operations? Reach out to our team today to learn more!