Intake paperwork is some of the most sensitive material you handle. Treat it that way.
Therapy practices are usually small teams doing their own intake, insurance verification and coordination. That means the same people handle scheduling and clinical documents, often on shared equipment. VitalFax gives a small practice the controls a large one would have, without the administration.
The situation
What this usually looks like
A fax machine in a shared space
Documents sit in an output tray where anyone walking past can read them, including other clients.
Personal email used as a workaround
When the machine is broken, intake forms end up going somewhere they should not.
One person knows where everything is
If the office manager is out, nobody can find a referral or confirm a document was sent.
Release-of-information requests are ad hoc
Records go out with no record of what was sent, to whom, or when.
With VitalFax
What changes
Documents live behind a login, not in a tray
Everything that arrives is stored under your practice and visible only to people you have added.
Send records without fax when you can
Secure exchange sends a document by expiring link, with an optional access code you share separately, and tells you when it was opened.
Read-only access for the people who need it
A billing contractor can see what they need without the ability to send, delete or change anything.
An answer to "did we send it?"
Every transmission has a delivery history with timestamps and, when it fails, the actual reason.
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
Tag it "intake", create a task for the intake coordinator due the same day, and notify them.
When
A document is added with "authorization" in its name.
Then
Set the category to Authorization and route it to the billing queue.
When
A secure exchange link is opened.
Then
Notify the person who sent it, so they know the records arrived without having to chase.
When
A fax fails twice in a row.
Then
Create a high-priority task so somebody calls the office instead of retrying forever.
Straight answers
Questions we get asked
- We are a three-person practice. Is this too much product?
- The parts you do not use stay out of the way. A small practice typically uses one or two numbers, the inbox, secure exchange and the audit log, and never opens workflows at all.
- Can a contractor have limited access?
- Yes. Read Only can view and download but cannot send or change anything. Staff can send and upload but cannot manage people, numbers or billing.
- What happens to documents after several years?
- You set a retention period in your security settings. Documents past it are surfaced for deletion rather than removed silently, so retention stays your decision.
- Do notifications show client names?
- No. A notification says a fax arrived and nothing more. That rule is enforced in code — notification copy is fixed and cannot include caller-supplied text.
Something not answered here? Send us the question and we will answer it plainly, including when the answer is “not yet”.