Where your incoming faxes go
Route a number to the organization inbox, a queue, or one person.
Each of your fax numbers routes independently. Open Numbers, choose one, and set its routing.
Organization inbox — everything lands in one shared inbox. Right for a small practice where one or two people triage.
Queue — faxes go to a named queue that a group works through. Right when referrals and records requests are handled by different people.
A specific person — faxes go to one member's inbox. Right for a dedicated line, and a poor choice for a main number, because it stops when that person is away.
Numbers belong to exactly one organization
A fax number can never be shared between two organizations. That is enforced in the database, not just in the interface, because inbound routing depends on it: if the same number could resolve to two organizations, an arriving document would have two possible homes.
What arrives
An inbound fax becomes a document with its pages, the sending number if the sender transmitted one, and the time it arrived. It is classified according to your organization's inbound classification setting — a clinic should set that to PHI so an unlabelled arriving document is treated as clinical until someone says otherwise.
This is about /app/numbers in the application. You will need to be signed in.
Last reviewed 2026-10-28. Help articles live in the VitalFax repository and are changed alongside the behaviour they describe, so an article and the product cannot drift apart unnoticed.