The AI front desk for medical faxes and phones

Faxes in, sorted and filed.
Calls in, tracked and returned.

hellofax reads every fax the moment it arrives — names it after its patient, files it, and keeps the follow-up moving. And it manages the phones the same way: every missed call, voicemail and call-back tracked until it’s handled. Built inside a working specialty practice, for the people who used to do all of this by hand.

Sign in See how it works

HIPAA compliant

Runs on the phone and fax system your practice already has — same numbers, same lines, no porting, no provider change.

Today’s queue
All faxes Referrals Refill requests Labs Prior auth
Jordan EllisDOB read · phone read · insurance read Referral
Maya Okaforpharmacy fax read · prescriber matched Refill request
Sam Whitakercollected 8:12 AM · 3 pages Lab result
Priya Ramanflagged for review · low confidence Prior auth
✦ Read by AI — every name shown here is fictional. Uncertain reads go to a person, not a folder.

Folders tailored to your practice, filed on arrival — shown here: a psychiatry practice’s set

Referrals Refill requests Lab results Spravato TMS Prior auth Billing Records requests Others

Sign up and keep everything you already have

Keep your phone number Nothing ports, nothing changes on your letterhead — your existing phone and fax numbers keep working exactly as they do today.
Syncs with RingCentral Connects to your RingCentral account in minutes — faxes, calls, texts and voicemails start flowing in on their own.
Syncs with your EHR Patient profiles built from referral documents, and on compatible EHRs, faxes filed straight to the patient’s chart.

You can’t manage what you can’t see

In most practices, a fax is handled by whoever happens to pick it up, and a missed call is a mystery forever. Administrators find out something slipped weeks later — from the patient, or the referring office asking why nobody called. hellofax makes the invisible work visible.

Today, in most offices

  • A fax is printed, passed on, or forgotten — no record of who saw it or what they did with it.
  • A missed call vanishes. Whether anyone rang back is anyone’s guess.
  • Work waits on one person’s memory — and when they’re out, it just waits.
  • If staff doesn’t act, nothing tells the administrator. The referral is simply lost.
  • Nobody finds out how the week actually went unless somebody remembers to go and look — and by then it is a complaint, not a number.
  • Sent faxes vanish when the carrier’s ~30-day window closes — proving a letter went out becomes an archaeology project.

With hellofax

  • Every fax holds a status — needs review, active, completed — until someone finishes it. Nothing leaves the queue silently.
  • Every missed call shows whether it was returned, and how fast. Voicemails sit in the queue until they’re heard.
  • The activity log records who filed, called, texted and booked — on an audit trail nobody can edit.
  • Dashboards show today’s arrivals against today’s actions, and alerts flag a bad day on their own — unhandled work has nowhere to hide.
  • The figures come to you — daily, weekly and monthly emails of turnaround, volume by folder, answered against missed, and referrals nobody has rung. See a report →
  • What went out is on record too: every sent fax in one list, searchable by patient, kept past the carrier’s 30-day window.

The numbers your practice actually runs on

These are the two dashboards inside hellofax — one for the faxes, one for the phones. Every count opens the list behind it, so a number is never the end of the answer.

Sample data — every figure below is illustrative, and nothing on these screens identifies a patient.

hellofax — Analytics and Reports Sample

Analytics and Reports

‹  Tuesday, Aug 26  ›  Walk back through any day — yesterday’s questions get yesterday’s answers

Referrals received today12Since midnight
Today's referrals contacted9Arrived today, called before end of day
Follow-up contact calls7Still open, any age, called today
Appointments made today5When the booking was recorded

Referral follow-up — where every open referral stands

✦ Ask AI “How many referrals did we book this month, and how fast?” — answered in plain language, from any page of the app.

hellofax — Phone analytics Sample

Phone analytics

Rebuilt from the RingCentral call log — faxes on the same lines excluded

Today's clinic performance

Calls answered1886% of inbound calls
Missed calls3plus 2 to voicemail
Voicemails2Messages left today
Inbound calls23Faxes excluded
Outbound calls113m 05s average

Last 30 days — every tile opens the calls behind it

Calls answered31286% of inboundView calls →
Missed calls51plus 44 to voicemailCalls & call-backs →
Voicemails44Messages leftHear & read them →
Inbound calls407Faxes excludedView calls →
Outbound calls2893m 40s averageView calls →

Alerts — the check that runs whether or not anyone is watching

Missed-call rate 31% on Tue, Aug 12 — over 42 classified inbound calls, against a 25% threshold. See the missed calls →

One platform, five jobs

The short version. Each one has its own page, with the detail an administrator will actually ask about.

The fax workflow

Folders built around the themes your faxes actually arrive in — filed automatically, named after the patient, and carried through workflows shaped to your practice until the work is done.

Explore the fax workflow →

Automation

Patients texted instead of dialled, letters that fax themselves, repeat referrals that merge on arrival, portal paperwork fetched before anyone asks — with guardrails a medical practice can trust.

See how the automation works →

Phone management

Missed calls become a call-back worklist, voicemails land on the right patient’s thread, and every number on the dashboard opens the calls behind it. Call patients back from inside the app.

Explore phone management →

EHR & your phone system

Patient profiles created in your EHR from referral documents — and on compatible EHRs, faxes filed straight to the chart. All of it on the phone and fax provider you already have, with nothing ported.

See the integrations →

Reports that come to you

Daily, weekly and monthly emails of the practice’s own figures — turnaround, arrivals by folder, answered against missed, referrals nobody has rung yet — so an administrator reads about a slide instead of hearing about it. Counts only: no email hellofax sends carries a patient’s name.

See what arrives →

Built like patient data depends on it

hellofax is HIPAA compliant. And that isn’t a policy someone has to remember — it’s how the system is shaped.

Private by architecture Documents live in private storage no browser touches directly. Opening one mints a link that expires in minutes, and the view itself is recorded.
An audit trail that can’t be edited Every action writes to an append-only log — enforced by the database itself, not by good intentions. Nothing in it identifies a patient.
Roles that mean something Admin, reviewer, read-only — each practice fully isolated from every other. Deactivating a member closes every door at once.
Guarded automation Automatic patient texting ships off by default and is guarded so a bulk re-run can never message your whole panel. One text per fax per kind — made impossible by the database, not promised by the code.
One patient, one screen Everything the platform holds about a patient — faxes, calls, texts, voicemails, notes — on a single screen. And when policy requires, an authorized person can permanently delete a patient’s faxes: a named human’s deliberate act, never a side effect.

Give your front desk its day back

The fax machine isn’t going anywhere. The hours it eats can.

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