O-14-218 Process External Fax Communication

👤 Responsible Person

Administrative Specialist

🎯 Purpose

Outlines the steps to complete to send an external fax communication to a provider and document follow up and completion.

🔄 Process

1. Go to Review Coordination Notes

   

2. External Fax Communication workflow generates to Administrative Specialist responsible position

   

3. Select note

   1. Provider Name and Location should be included in note

      

4. Select “Add Follow Up Comments” FIRST

   

5. Add Sender/Branch Information using template below:

   1. Template:

      SENDER INFORMATION

      ADARA HOME HEALTH

      __________ BRANCH

      PHONE: ______________

      FAX: ________________

      1. Example:

         SENDER INFORMATION

         ADARA HOME HEALTH

         ST. CLOUD BRANCH

         PHONE: 320-774-3545

         FAX: 888-599-2737

         

   2. Select Save & Close

      

6. Select Review Coordination Note

   

7. Clinician will indicate “INCLUDED: ___” if they are requesting additional documents are to be printed and faxed with the coordination note/fax communication.

   Acceptable items to request include:

1. Medication List (Refer to O-11-405 Print Current Medication List)
2. Visit Note(s) (Refer to O-11-404 Print Visit Notes)
3. Vital Signs Report (Refer to O-11-403 Print Vital Signs Report)

   1. Example

      

8. Select the Save Icon Drop Down Arrow: Select PDF, label as (client last name, client first name, fax communication) and save file as PDF

   

9. Open a new Outlook email

   

10. The body of the e-mail should NOT contain any protected health information. 

11. Attach the external fax communication PDF (that was just saved) to an outlook e-mail and follow the process O-5-217 Fax Server Sending Guide to send utilizing the fax server.
12. Send the external fax communication to the provider.

    1. Provider name and location should be included in coordination note. If information is unclear, reach out to clinician who created the note for clarification

       

13. Navigate back to Review Coordination Note Workflow and select “Add Follow-Up Comment”

    

14. Enter comment: Faxed to (enter provider) on (enter date)

    

15. Select Save & Close

    

16. Complete Coordination Note by selecting “Note Reviewed”

    

📅 Effective: 05/01/2025  |  🛠️ Revised: 07/18/2025  |  ✅ Approved by: JS