Phone management — hellofax.ai

A phone management system, in the same tab

The phones answer to the same place

hellofax isn’t just watching the fax machine — it manages the practice’s phones: every call, voicemail and call-back, on the phone system you already have. Same sign-in, same audit trail, same idea: nothing arrives without an answer for what happened to it.

Answer rates and missed calls from your real call log — faxes on the same lines automatically excluded.
Missed calls become a call-back worklist: each one shows returned or still waiting, and how fast.
Voicemails land on the right patient’s fax thread — heard, read as text, and marked reviewed — not in a separate inbox nobody checks.
Call patients back from inside hellofax — the call rings your desk phone and records the attempt on the referral automatically.
Answer performance, live: how long callers ring before pickup, answered against abandoned, and how calls spread across extensions and the team.
A standing check flags any day the missed-call rate crosses your threshold — monitoring that runs whether or not anyone is watching.
Click any number on the dashboard to open the sheet of calls behind it, sortable and exportable to CSV.
Honest counting: spam, misdials and calls to a recording-only line are excluded from your answer rate — the numbers aren’t polluted by calls nobody was ever going to answer.

Missed calls & call-backs 86% rung back within the working day

9:42 AM Missed at ext. 103 — front desk Rung back · 11 min

10:15 AM Voicemail left — new patient line Called back · 32 min

11:03 AM Missed at ext. 105 — scheduling Not yet returned

11:40 AM Voicemail — filed to the patient's fax thread Reviewed

The phone work, in detail

Four things the phone side does that a phone bill never will.

Dial from the fax

Press Call on a referral and the system rings your desk phone first, then connects the patient — no number typed, no personal cell exposed. Every call, both directions, lands in the fax’s own note thread beside the voicemails and texts, so the follow-up trail writes itself.

Voicemails, heard and read

Messages appear with transcripts, so staff can read before they listen, and each one is marked reviewed when it’s handled. A voicemail about a referral lands on that patient’s own thread — beside the fax, the calls and the texts — not in a separate inbox. Shared lines are visible to the team; personal extensions stay private to their owner.

Answer performance

How long callers ring before someone picks up. Answered against abandoned. Calls by extension, so you can see how the phone work spreads across the team — read live from your phone system for the last thirty days, no report to pull.

Alerts that watch for you

Set a missed-call threshold once, and every completed day is judged against it automatically — a bad day shows up as an alert whether or not anyone had the dashboard open. Quiet days with too few calls are never flagged, so the alarm only rings when it means something.

And the phone figures — calls in, answered, missed, voicemails left, the worst day of the period — go out in the practice’s daily, weekly and monthly report emails, so an administrator sees them without opening anything.