Contacts Overview

The Contacts feature helps you keep key information organized in one place. You can add contacts individually or upload a full list using a CSV file.

Contacts can be created as single or multiple-entity contacts, allowing more than one person to share the same fax number when needed. Once saved, contacts are easy to access across the platform and can be linked to patients or employers as Preferred Contacts.

Adding Contacts

You can add new contacts in two ways:

Manually

When adding a contact manually, you can choose how the contact is structured:

• Single entity

  Use this option when the fax number belongs to one specific person.

• Multiple entities:

  Use this option when multiple individuals share the same fax number.

  

At any time, you can switch an existing contact from a single entity to a multiple-entity contact, or vice versa, by managing the contact from the Contacts list.

CSV upload

Upload a CSV file to import multiple contacts at once. During the upload, match each column in your file to a system field before confirming the import.

How contacts are created depends on how the Group contact name column is mapped:

• If the group contact name is not mapped, all rows are imported as single contacts.
• If the Group contact name is mapped:
  • Rows with the same group name (exact match) are grouped into one multiple-entity contact.
  • All rows in the same group must have the same fax number (or an empty fax field).
  • The fax number is stored at the group level, while all other fields belong to the individual entities.
• If the group contact name is mapped but left empty on a row, that row is imported as a single contact.

Patient Preferred Contacts

When you send a referral or fax related to a patient, the selected contact is automatically added to that patient’s Preferred Contacts. You can view and manage these contacts directly from the patient chart.

This makes it easy to keep track of the specialists, labs, or providers most often involved in a patient’s care.

Employer Preferred Contacts

For employers, you can also set up Preferred Contacts. The association is done when you create or manage a saved contact.These contacts are automatically suggested when sending a fax related to patients linked to that employer, so there’s no need to add them individually. They are also stored as Preferred Contacts on the Employer page. 

Using Contacts When Sending a Fax or Referral

When sending a fax or referral, you can select from a saved contact or you can also save a new one.

• If you choose to save a contact from this flow, enter a name first, and then fax number:
• If the fax number already exists, the person is added to the corresponding multiple-entity contact.
• If the fax number does not exist, the contact is saved as a single entity.

You can also skip saving a contact and enter a fax number directly.

Fax History

From the Contacts list, you’ll find a shortcut to the fax inbox filtered by that specific contact. If you access this shortcut from a patient’s Preferred Contacts, the inbox will also be filtered by that patient.

This gives you quick visibility into past fax communications with providers, labs, or organizations.

Contacts keep your key connections organized in one place, making communication faster and easier