Inbound fax capture

When a fax arrives through Phaxio, the agent reads the incoming pages, the sender number, and the delivery status, then applies your routing rule to decide which case, patient, or account the document belongs to. Recognized documents attach to the right record and the owner gets notified. Faxes with an unreadable cover page, an unknown sender, or missing reference numbers go to a person for manual placement. The agent keeps the original file and its Phaxio delivery receipt together so the audit trail stays intact for anyone who reviews it later.

Outbound fax dispatch

Triggered when a record reaches a stage that needs a fax, the agent gathers the document, reads the destination number from the account, and hands it to Phaxio for transmission. It watches the delivery status Phaxio returns and updates the record to sent, failed, or busy. Failed numbers retry once under your rule; anything still failing after that goes to a person with the error Phaxio reported. High-value or legally sensitive documents wait for human sign-off before the agent releases them, so nothing confidential leaves the account without an explicit approval on file.

Delivery receipt filing

Each fax Phaxio processes returns a status and a timestamp, which the agent files against the originating record so staff can see what went out and when. On a schedule, the agent reads open fax jobs, notes any stuck in transit past your threshold, and alerts the owner. Confirmed deliveries close the task automatically; ambiguous results, like a partial send, go to a person to judge. The agent never marks a document delivered on its own guess, and it stores every Phaxio receipt where your compliance staff can find it.