Your staff are not in the office. Your documents should not have to be either.
Home health and hospice run on signed orders, referral packets and face-to-face documentation that arrive by fax and then have to reach someone in the field. VitalFax makes the document available wherever the person is, and keeps the record of who saw it.
The situation
What this usually looks like
Documents arrive at an office nobody is sitting in
Orders come in on the office fax while clinicians are driving between visits.
Signed orders chased by phone
Somebody spends their afternoon calling physician offices to ask whether a fax was received.
Photographs of documents
When something is urgent, staff photograph a page and text it, which nobody wants and everybody has done.
Referral sources have different habits
Each hospital discharge planner sends differently, and every one of them expects a fax number to work.
With VitalFax
What changes
The inbox is wherever your staff are
VitalFax works in a browser on a phone or tablet, so a clinician can open an order between visits without a VPN or a desktop.
Referral packets route themselves
A fax on the referral line goes straight to the intake queue with a task, so the clock starts when it arrives rather than when someone notices.
Delivery status answers the phone call for you
Delivery history shows whether an outgoing fax was delivered, when, and the real reason if it failed.
Send back without fax when the other side allows it
Secure exchange sends signed documents by expiring link, and tells you when the recipient opened them.
Routing
Rules you would actually write
Workflows are built from triggers, conditions and actions in the product. Nothing here requires custom development.
When
A fax arrives on the intake line.
Then
Route to the Intake queue, tag it "referral", and create a task due in 2 hours.
When
A fax arrives from a known hospital number.
Then
Set the category to Discharge and notify the intake team by role.
When
A signed order is uploaded.
Then
Tag it "order", apply the Orders category and close the task that was waiting on it.
When
A task passes its due time.
Then
Raise its priority and notify the supervising manager.
Straight answers
Questions we get asked
- Is there a mobile app?
- A mobile foundation is in the repository with working navigation and a shared API layer, but it is not published to either app store yet. The web application is responsive and works on a phone today.
- Can field staff see only their own queue?
- Numbers and workflows can route to a specific queue or person, and notifications follow that routing. All members of an organization can see the organization inbox, so queue assignment is about focus rather than a hard boundary within your own team.
- What if a referral source sends to the wrong number?
- If the number belongs to your organization, the document arrives and your rules run. If the number belongs to nobody, VitalFax stores nothing at all — there is no shared inbox for stray documents to land in.
- How many numbers can we have?
- As many as your plan includes, and more as an overage. Each number has its own label, routing and notification settings.
Something not answered here? Send us the question and we will answer it plainly, including when the answer is “not yet”.