hellofax.ai / Automation
Reading a fax was never the expensive part — the calls, texts and letters that follow are. hellofax sends them itself, at the moment the workflow says they’re due, and records every one where the whole office can see it.
The expensive part of a fax was never reading it — it’s the calls, texts and letters that follow. hellofax sends them itself.
The moment a referral is filed, the patient gets a text. A refill that needs a visit? Another. Calls keep missing? The attempt texts go out on their own. Your staff stops playing phone tag — and every automatic message is off by default, one-per-fax by design, and impossible to mass-send by accident.
Appointment scheduled, unable to contact, out of network, patient declined, needs PCP authorization — set the status and the templated letter faxes back to the referring office on its own, on your letterhead. The referral loop closes without anyone standing at the machine, and the transmitted PDF is filed on the patient’s own thread once the carrier confirms it landed.
An appointment is recorded only after its confirmation letter actually transmits, and an automatic letter is sent only to a fax number the referral document itself stated — never to a guess.
A second referral for the same patient joins its earlier thread automatically — one story, one chart, one queue entry, instead of two halves nobody connects.
When a referral is waiting in a partner portal, an agent signs in, downloads the documents and files them through the same pipeline — before anyone asked.
Nobody has to remember to check how the week went. hellofax emails the practice its own figures — daily, weekly, monthly, or all three merged into one message when they fall on the same morning — with the figures worth acting on printed in red. Counts only: no report ever carries a patient’s name, because email is the one thing that cannot be recalled.
See what a report looks like →Each automatic message is tied to a specific moment in the workflow — never a campaign, never a blast.
The patient gets a text that the practice has received their referral and will be in touch — sent the moment the fax files, with nobody in the loop. First filing only, so a re-run can never text anyone twice.
When a reviewer marks a pharmacy’s refill request “needs appointment”, the patient is told — a text asking them to book, instead of a request that goes quiet while everyone waits on everyone. A named human made the call, one request at a time, and correcting a misclick beats the send.
Attempt 1, 2, 3 — each recorded on the referral, and each able to text the patient that the practice rang and couldn’t reach them. The patient calls back; your staff stops redialling.
HIPAA compliant, and designed to fail safe — because a wrong message to a patient is worse than no message.
Every automatic message ships disabled. Each kind — referral text, appointment text, attempt texts — has its own switch in Settings, per practice, so you enable exactly the automation you want and nothing more. The letters use your templates, with your wording.
One message per fax per kind — enforced by the database, not promised by the code, so a second send of the same message physically cannot happen. Bulk re-classifications can never trigger texts. And statuses are re-checked at send time, so a corrected misclick always beats the message out the door.
The fax machine isn’t going anywhere. The hours it eats can.