Overview
Facilities can now automatically receive faxes and convert them into tasks through Task Management. When a fax is sent to the facility’s configured RingCentral fax number, the system automatically processes it using AI and creates a task with the fax attached.Key Benefit: Eliminate manual fax processing. Incoming faxes are automatically converted to actionable tasks with AI-extracted information, improving response times and reducing manual data entry.
How It Works
1
Fax Received
Someone sends a physical fax to the facility’s RingCentral fax number
2
System Notified
RingCentral receives the fax and notifies the AllCare system via webhook
3
PDF Stored
System downloads and stores the fax PDF attachment in secure storage
4
AI Processing
AI analyzes the fax content and extracts relevant information:
- Category and service type
- Priority level
- Station assignment
- Suggested assignee
- Patient matching (when identifiable)
5
Task Created
Task is automatically created with:
- Fax content as description
- AI-suggested category, service, and priority
- Fax PDF as attachment
- Source = “Fax”
6
Staff Action
Task appears in Task Management for staff to review and action
Configuring Fax Settings
Accessing Fax Settings
1
Navigate to Facility
Click Facility in the left sidebar
2
Select the Facility
Choose the facility you want to configure from the Facilities tab
3
Open Fax Settings
Click the Fax Settings tab in the facility configuration area
Setting Up RingCentral Integration
The Fax Settings page allows you to configure your facility’s RingCentral account for receiving faxes.1
Add RingCentral Credentials
Click Add or Edit to configure the RingCentral integration:
| Field | Description |
|---|---|
| Client ID | Your RingCentral OAuth Client ID |
| Client Secret | Your RingCentral OAuth Client Secret |
| JWT Token | RingCentral JWT for authentication |
| Extension ID | The extension ID for receiving faxes |
2
Save Configuration
Click Save to store the credentials
3
Verify Subscription
After saving, the system will:
- Create a webhook subscription with RingCentral
- Display the subscription status
- Show the webhook URL for reference
Understanding the Configuration Display
Once configured, the Fax Settings page displays:| Column | Description |
|---|---|
| Client ID | The configured RingCentral Client ID |
| Extension ID | The RingCentral extension receiving faxes |
| Subscription Status | Current status (Active, Expired, etc.) |
| Subscription Expires | When the webhook subscription expires |
| Last Attempt | Timestamp of last subscription refresh |
| Active | Whether the integration is currently active (Yes/No) |
| Actions | Edit or delete the configuration |
Webhook Configuration: The system automatically displays the webhook URL that RingCentral uses to send fax notifications. This URL is managed by the system and should not be modified.
Subscription Status
| Status | Meaning | Action Required |
|---|---|---|
| Active | Integration is working | None |
| Expired | Subscription has expired | Click Refresh to renew |
| Pending | Subscription being created | Wait for completion |
| Failed | Configuration error | Verify credentials |
Viewing Fax-Created Tasks
Task Management Grid
Tasks created from faxes appear in the Task Management grid with special indicators:Source Column
Shows “Fax” for tasks created from incoming faxes
Sender Info
Displays the fax sender’s information when available
PDF Attachment
Fax PDF is automatically attached to the task
AI-Filled Fields
Category, service, priority auto-populated by AI
Identifying Fax Tasks
In the Task Management grid:- Look for the Source column
- Tasks from faxes show “Fax” as the source
- Click on the task to view details and the attached PDF
Task Details
When you open a fax-created task, you’ll see:| Section | Content |
|---|---|
| Description | Extracted text from the fax content |
| Category | AI-suggested category |
| Service | AI-suggested service type |
| Priority | AI-determined priority level |
| Patient | Matched patient (if identifiable from fax) |
| Attachments | Original fax PDF document |
| Source | ”Fax” |
| Created By | System (automated) |
AI-Assisted Processing
What the AI Extracts
The AI analyzes incoming fax content to automatically fill task fields:Category Detection
Category Detection
AI identifies the type of request:
- Medical records requests
- Prescription refills
- Lab orders
- Referrals
- Insurance documents
- General correspondence
Service Classification
Service Classification
AI determines the appropriate service:
- Pharmacy services
- Clinical services
- Administrative services
- Support services
Priority Assessment
Priority Assessment
AI evaluates urgency based on:
- Keywords indicating urgency
- Document type
- Time-sensitive language
- Medical terminology
Patient Matching
Patient Matching
AI attempts to match patients by:
- Patient name in fax content
- Date of birth
- Medical record numbers
- Facility associations
Assignee Suggestion
Assignee Suggestion
AI suggests assignees based on:
- Task category and service
- Station configuration
- Staff availability patterns
Reviewing AI Suggestions
1
Open the Task
Click on the fax task in Task Management
2
Review AI Fields
Check the auto-filled fields:
- Is the category correct?
- Is the priority appropriate?
- Was the patient matched correctly?
3
Adjust if Needed
Modify any fields that need correction
4
Take Action
Process the task as normal
Common Use Cases
Medical Records Requests
Medical Records Requests
Scenario: A healthcare provider faxes a medical records requestAI Processing:
- Category: Medical Records
- Service: Records Request
- Priority: Normal
- Attachment: Original fax PDF
Prescription Refill Requests
Prescription Refill Requests
Scenario: A pharmacy faxes a refill requestAI Processing:
- Category: Pharmacy
- Service: Refill Request
- Priority: Normal to High (based on urgency indicators)
- Patient: Matched from prescription info
Lab Results
Lab Results
Scenario: A lab faxes test resultsAI Processing:
- Category: Clinical
- Service: Lab Results
- Priority: Based on result type
- Patient: Matched from patient info on results
Insurance Documents
Insurance Documents
Scenario: Insurance company faxes authorization or denialAI Processing:
- Category: Administrative
- Service: Insurance
- Priority: Based on document type
- Patient: Matched if identifiable
Referral Documents
Referral Documents
Scenario: Specialist office faxes referral documentationAI Processing:
- Category: Clinical
- Service: Referral
- Priority: Normal
- Patient: Matched from referral info
Troubleshooting
Faxes not appearing as tasks
Faxes not appearing as tasks
Check:
- Verify RingCentral configuration is active
- Check subscription status is “Active”
- Confirm webhook URL is correct
- Verify the fax was sent to the correct number
- Click Refresh to renew the subscription
- Verify credentials are correct
- Contact support if issue persists
Subscription shows Expired
Subscription shows Expired
Cause: RingCentral webhook subscriptions expire periodicallySolution:
- Click the Refresh button on the Fax Settings page
- Wait for subscription to renew
- Verify status changes to “Active”
AI categorization is incorrect
AI categorization is incorrect
Cause: Fax content may be unclear or unusual formatSolution:
- Open the task
- Review the attached fax PDF
- Manually correct the category, service, and priority
- The system learns from corrections over time
Patient not matched
Patient not matched
Cause: Patient info in fax doesn’t match system recordsSolution:
- Open the task
- Review the fax content for patient details
- Manually search and assign the correct patient
- Ensure patient records have complete information
Configuration won't save
Configuration won't save
Check:
- All required fields are filled
- RingCentral credentials are valid
- You have appropriate permissions
- Verify credentials with your RingCentral account
- Contact IT for credential verification
- Ensure you have facility admin permissions
Fax PDF not attached
Fax PDF not attached
Cause: Network or storage issue during downloadSolution:
- Check task creation time
- PDF may still be processing (wait a few minutes)
- If still missing, contact support with task ID
Best Practices
Requirements
RingCentral Account Requirements
To use Fax to Task Integration, you need:Permissions Required
| Action | Required Role |
|---|---|
| Configure Fax Settings | Facility Admin or AllCare Admin |
| View Fax Tasks | Task Management access |
| Process Fax Tasks | Assigned to task or appropriate role |
Related Features
Task Module
Learn about Task Management
AI Agent Observability
Monitor AI processing
Facility Onboarding
Set up new facilities
Service Configuration
Configure facility services
Need Help?
Contact Support
Questions about Fax to Task Integration? Reach out to our support team.Phone: 949-570-7750Email: [email protected]