Fax that behaves like modern software — without changing how your partners send.
Your referral sources, pharmacies, payers and records departments still send fax. VitalFax receives it, routes it to the right queue, keeps a complete audit trail, and gives your team a way to send documents securely without fax when the other side is ready for something better.
No public sign-up yet. We are onboarding early customers directly so that fax numbers, agreements and routing are set up correctly from day one.
Sample dataInbox
- Referrals
Referral — North Valley
From (209) 555-0142
- Clinical results
Lab results packet
From (415) 555-0177
- Authorizations
Prior authorization
From (650) 555-0113
12
Received today
31
Sent today
3
Needs review
Built for
Organizations that are accountable for the documents they receive
If a misrouted document is a compliance problem rather than an inconvenience, VitalFax is built for the way you work.
Medical groups & hospitals
Referrals, results and records arriving on many numbers, routed to the team that owns them.
Learn moreTherapy practices
Small teams handling sensitive intake paperwork without a fax machine in the hallway.
Learn moreHome health & hospice
Field staff who need signed orders and referral packets wherever they are.
Learn moreLegal & records teams
High-volume records requests where every access has to be accounted for.
Learn moreWhat VitalFax does
Everything a regulated team needs around a document
Fax is the first transport, not the whole product. The same document engine, permissions and audit trail sit behind every channel we add.
Secure cloud fax
Send and receive on numbers assigned to your organization. Cover pages, delivery history, failure reasons and safe automatic retries.
Secure document exchange
Send a document by expiring link instead of fax. Optional access code, per-recipient tracking, revoke at any time.
Routing workflows
When a fax arrives on the referral line, assign it to the referral queue, tag it, create a task and notify the right people.
Document library
One place for everything, whatever channel it arrived on. Search, categories, tags, retention dates and a full access history.
Audit trail
Every view, download, send and permission change is recorded with who, what and when. Your administrators can read it directly.
API & webhooks
Organization-scoped API keys, a REST API for sending and retrieving, and signed webhooks for your own systems.
Inbound routing
A fax number belongs to exactly one organization
That is enforced by the database, not by convention. When a fax arrives, VitalFax resolves the receiving number to its owning organization and stores the document only there. If a number is not assigned, nothing is stored at all — there is no shared inbox to leak into.
- Webhooks are verified and de-duplicated, so a redelivered event never creates a second copy.
- Routing rules decide the queue, the tags, the task and who gets told.
- Notifications say a fax arrived. They never say what is in it.
- Every step writes an audit event against your organization.
- 1
A fax arrives
The provider posts a signed webhook to VitalFax.
- 2
The event is de-duplicated
A redelivered event is recorded and ignored, so nothing is stored twice.
- 3
The number resolves to one organization
Fax numbers are globally unique. If nobody owns it, nothing is stored.
- 4
The document is stored under that organization
Including the storage path, which begins with the organization id.
- 5
Your rules run
Queue, tags, task and notifications — then an audit event.
Roadmap
Fax first. Then the channels your partners are moving to.
We are explicit about what works today and what does not. Everything below has a connector interface in the product; the ones marked as requiring a vendor agreement are not connected to anything yet.
Fax
Send and receive today.
Secure exchange
VitalFax-to-VitalFax and expiring links.
Direct messaging
Requires a HISP relationship.
FHIR
Requires a partner endpoint and client.
EHR connections
Requires a vendor agreement.
We would rather tell you something is not built than imply that it is. See the full integration status.
Trust
Claims we are willing to put in writing
VitalFax is designed for HIPAA-regulated workflows. We will sign a Business Associate Agreement. We will not claim a certification we have not completed.
Tenant isolation
Every record is bound to one organization and checked on the server. We test cross-tenant access deliberately.
Least privilege support
VitalFax staff have no standing access to your documents. Support access is time-limited, reason-recorded and shows up in your audit log.
No PHI in notifications
Emails and alerts say a document arrived. Details stay behind authentication.
Business Associate Agreement
A versioned BAA is presented in-product, and acceptance is recorded with the exact text you agreed to.
Ready to take fax off the wall?
Tell us how many numbers you have and where documents need to go. We will show you the routing, the audit trail and the agreement before you commit to anything.