Fax Inbox Settings

Inbox Settings:

The ‘Inbox Settings’ can be accessed by clicking the Workflow toggle located below the Phelix logo on the left top corner. Please click ‘Inbox Assistant’ then click ‘Inbox Settings’ to view all the settings regarding the Fax Inbox. There are 5 tabs at the top of the page which will allow you to customize the Inbox Assistant product to your clinic workflow. 

Tab 1 - Fax Settings

Incoming Faxes will allow faxes to be automatically retrieved from the integrated fax provider. 

• Clicking on the ‘Add Fax Lines’ option will lead us to 4 fax lines - SrFax, Ring Central, Unite, One Drive - to choose from to integrate with Phelix. 

• Then details regarding your fax line can be entered in 5 sections
  • ‘Account Number’
  • ‘Password’
  • ‘Fax Number’
  • ‘Email ID’ 
  • ‘Link to Location’ dropdown to include location of clinic

 Once you click ‘Save’, the integration with the fax provider will be complete and therefore faxes will start to be entered into the Phelix Inbox. 

If you would like to remove the fax line, click on the 3 dots to the right of the fax line then ‘Delete Fax Line’.

Outgoing Faxes allows you to choose the fax line that will be used to send when faxes are sent out of the Phelix Inbox. There are 2 setting options to choose from 

• ‘Use default fax number to send outgoing faxes’ will allow the default fax line to be used to send faxes out of Phelix
• ‘Use incoming fax line to send outgoing faxes’ will allow you to choose which fax line to be used for outgoing faxes. 

  EMR Settings allows customization with the way Phelix interacts with your EMR platform. 

• ‘Fixed Assigned Provider’ is a feature used if you would like all faxes to be assigned and sent to one physician's inbox in EMR. You will use the dropdown attached to choose the physician.  

• ‘Update Patient Chart’ toggle allows Patient Chart in Phelix to be updated

• Enable Tasks provides customization to the way Phelix interacts with the tickler section within Oscar. 

• You can assign tasks in 3 ways

1. ‘Assign to assigned provider in the fax’ feature allows you to assign a tickler to the same provider that was assigned to the fax. 

2. ‘Assign to Fixed provider’ feature allows you to choose one provider via dropdown for all ticklers to be sent to.

1. ‘Assign to Separate Provider’ feature allows you to choose any provider for the tickler to be sent to. 

Other Settings section has multiple different features that can be used to customize the Fax Inbox to the clinic’s workflow. 

• ‘Cover Page’ - Moves the cover page of the fax from the first page seen when fax is automatically moved to the last page of the fax
• ‘Search Only HCN’ - Currently the patient search fields include patient full name, health card number (HCN), and phone number but if you prefer to limit that to only HCN field, enable the toggle
• ‘Phone/Fax Format’ - The format of the number visible in Phelix can be chosen via the dropdown to match the format of the phone/fax number in Oscar
• ‘Document Processed Notification’ - You will receive a notification when a fax is processed in the Fax Inbox
• ‘Date to Pre-populate as a Document Date’ - You can customize what date you would like retrieved for the Date column in the Fax Inbox by selecting from the dropdown options as seen in the image below

Tab 2- Email Settings

This tab will be available soon! 

Tab 3- Referral Settings

Insurance Automation will automatically process insurance verification with ‘Waystar’ or ‘Recondo’

EMR

• ‘Patient MRP’ - the Most Responsible Physician (MRP) attached to the patient chart in EMR will be populated in Referral Creation 
• ‘Referral populate in EMR’ - the referral will be placed in patient’s chart in EMR after the Referral Creation process
• ‘Diagnosis populate in EMR’ - The ‘Diagnosis’ field in Step 3 in the Referral Creation will be placed in patient’s chart in EMR 

• ‘Launch patient chart after referral creation’ - The ‘Launch Chart’ button on Step 1 (highlighted in yellow) will open a new tab directly opening the patient demographic chart in Oscar. 

Waitlist Settings (for Accuro users only)

If your clinic uses Accuro and has enabled waitlist integration, new referrals can be automatically added to your EMR waitlist during processing.

When the Add to EMR Waitlist toggle is enabled, the system will attempt to create a new waitlist entry in Accuro for each referral that is successfully filed.

Waitlist Type Mode

Select how the waitlist type should be determined:

• Fixed
  Use a single, predefined waitlist type for all referrals. Once selected, this type is used by default and cannot be changed during the “Complete Referral” step.

• Dynamic
  Prompts the user to select a waitlist type during the “Complete Referral” step. This mode is useful for clinics that handle multiple specialties or services.

Waitlist Type

Choose the specific waitlist type to use (only shown when Fixed mode is selected). These types should correspond to consult types in Accuro.

Click the gear icon next to the dropdown to manage the list of available waitlist types. The first type in the list will be used as the default for new referrals.

Status

Defines the default waitlist status passed to Accuro for each referral. Most clinics set this to Waiting.

Add Complaint in Waitlist

• When enabled, the referral reason will be included as the complaint in the waitlist entry.

• This helps providers understand referral context directly from the waitlist view in Accuro.

Surface Waitlist Error When Adding Referrals

• If enabled, the system will retain the fax if the waitlist request fails.

• This is useful for catching sync errors or incomplete Accuro configurations during onboarding.

Populate Default Value on Waitlist Notes

Choose which value (if any) should be automatically included in the waitlist notes field:

• None: No value is passed.

• Referral Reason: Adds the reason for referral.

• Referral Notes: Adds internal notes entered during triage.

• Location: Adds the selected location from referral intake.

✅ Tip: If your clinic includes triage notes or location details in waitlist views, selecting Referral Notes or Location can improve clarity for the care team.

Referral Triage

• Partner Priority allows you to prioritize the fax in Step 3 as ‘Routine’ or ‘Urgent’ based on keywords.
• You will be able to change the verbiage in text boxes and add more sectors with the ‘+’ button and choose 1 option to be urgent by checking the ‘Mark as Urgent’ box to configure the dropdown for ‘Priority’. 

Urgency Keywords is a section you can keywords if seen in faxes to flag the fax as urgent.

•  You can customize the keywords and change the priority with the ‘Mark as Urgent’ checkbox by clicking the edit icon  in the top right corner. 

• ‘Step 3 (Reason for Referral and Diagnosis) required’ will be skipped in the Referral Creation process when this toggle is disabled. 
• ‘Procedure Location Mapping’ will allow location to be filtered based on location procedure logic 
• ‘Procedures (Reason for Referral)’ - toggle would allow users to select from procedure list 
• ‘Reason for referral required’ toggle allows documents to be in triage worklist and will not cause incomplete flag
• ‘Diagnosis’ - toggle will allow diagnostic code mapped to ICD code 

Declined Referral 

There are 2 options to display the decline referral reason as a dropdown or as a text box. 

The pencil icon allows you to customize the decline message for the dropdown option. 

Referral Checklist - referral checklist could be customized or use the default checklist. 

1. ‘Use default referral checklist’ - use the default list without any customization
2. ‘Set custom referral checklist’ - you will be able to customize the checklist 
   1. Clicking the edit icon then adding the checklist options by clicking the ‘+ CheckList Option’ then click ‘Save’ 

Referral Provider Notifications - You will be able to configure which items you would like notifications to be sent to the referring provider by enabling the toggle.

Save-to-Referral Merge documents - allows documents saved to referrals to be merged with referrals then uploaded to the EMR 

Tab 4 - Document Types 

1. Standard Document Types will be a default document types without any chance of configurations

2. Custom Document Type will allow you to configure a list of document types 

Step 1: Click ‘+ Add Row’ 

Step 2: Add document type which will be visible in dropdown in Step 4 of the Referral Creation process 

Step 3: Add Document Name if you would like keywords to be in the input text box underneath the Document Type dropdown 

Step 4: Check ‘Assign to Inbox’ if you would like the document type to always be placed in assigned physicians inbox in EMR and if you would like the fax to be flagged as urgent then also check ‘Urgent Only’ 

Step 5: The toggle can be used to enable or disable the document type. 

Tab 5 - Document AI 

This tab will be available soon!