One place for the documents your organization is accountable for.
VitalFax starts with fax because that is what your partners use. Underneath it is a document system with tenant isolation, permissions, routing and an audit trail — so every channel we add later inherits the same controls.
Core
What is working today
Send fax
Choose a number you own, pick a recipient, attach documents. VitalFax generates a cover page, transmits, and keeps the delivery history including the real failure reason.
Receive fax
Inbound documents are stored under your organization only, routed by the number they arrived on, and surfaced in your inbox with notifications that contain no clinical detail.
Secure exchange
Send documents by expiring link with optional access code, per-recipient tracking, download caps and revocation after the fact.
Document library
Everything in one place regardless of how it arrived, with search, categories, tags, retention dates and per-document access history.
Workflows
Triggers, conditions and actions built in the product. Route to a queue, assign a person, apply a tag, create a task, notify by role.
Queues and tasks
Work that needs a human gets a task with an owner, a priority and a due time, so nothing depends on somebody noticing.
Audit trail
Append-only records of logins, views, downloads, sends, role changes and agreement acceptance. Your administrators read it directly.
Usage and billing
Inbound and outbound pages, numbers and storage are metered per period, with plan allowances and overages shown before they are invoiced.
API and webhooks
Organization-scoped API keys, a REST API for sending and retrieving, and signed outbound webhooks carrying identifiers and status only.
Compose
Sending a fax should take under a minute
Recipient, number, attachments, done. The cover page is generated from your organization details and the reference you enter.
Send fax
Sample- From
- Referral line · (209) 555-0142
- Recipient
- Dr. A. Okafor, Summit Orthopedics
- Fax number
- (415) 555-0177
- Reference
- Referral — patient chart 4821
- Attachments
- 3 documents · 11 pages
Contacts, not retyped numbers
Choose a saved contact and the number, name and organization fill themselves in. Numbers are normalized so the same destination is never stored two ways.
Cover page or no cover page
A generated cover page carries your organization, the reference, the page count and a confidentiality notice. Turn it off when the recipient does not want one.
Retries that make sense
A busy line or a dropped call retries automatically with backoff. An invalid number does not — it will fail the same way every time, so it becomes a task instead.
Everything is recorded
Queued, sending, delivered or failed, with attempt numbers and timestamps, plus an audit event against the person who sent it.
Team controls
Five roles, and nothing implicit
Permissions are additive and explicit. There is no role that quietly means everything.
| Role | Can do | Cannot do |
|---|---|---|
| Organization Owner | Everything, including billing and signing the Business Associate Agreement. | Read another organization’s data. Nobody can. |
| Administrator | Manage people, fax numbers, integrations, security settings, API keys and webhooks. | Change the subscription or accept the BAA. |
| Manager | Everything staff can, plus delete documents, revoke secure links, manage workflows and read the audit log. | Invite people, change roles or manage numbers. |
| Staff | Send fax, upload documents, manage contacts, send secure exchanges, work tasks. | Delete documents, read the audit log or change settings. |
| Read Only | View and download documents and fax history. | Send, upload, delete or change anything. |
VitalFax platform staff are a separate ladder entirely, with no standing access to customer documents. See Security.
See it with your own numbers
We set up routing and show you the audit trail before you commit to anything.