Adding a Fax to the Patient's Files

When receiving a fax, you can save it directly to a patient’s file. This ensures important documents stay organized and easily accessible within the patient’s drive.

Save a Fax to a Patient’s Drive

1. From the Documents screen, select the fax and choose the patient you want to assign it to.
2. Check the File name and choose a Folder. Faxes go to the patient’s Fax folder by default.

3. Select Save.

If you set Type to Diagnostic result, the fax is filed in the patient’s Labs or Imaging folder instead, and there’s no folder to pick.

Locate the Saved Fax

The quickest way back to a filed fax is from the Documents screen. Select the fax, then hover over File name in the details panel and click the link icon. With the View file link, the patient’s Files open with that document in view.

The File name row shows the file’s current name and folder, even after someone renames or moves it in the patient’s Files. If the file, or a folder it’s in, is deleted, the row shows Removed from drive and has no link. SigmaMD won’t save the fax to that patient’s files again, but assigning it to a different patient saves it to theirs.

You can also find the fax from the patient chart:

1. Open the patient’s Files.

2. Locate the folder where you saved the fax (for example, the Fax folder).
3. Click on Open folder.

4. The fax file will appear inside this folder.

Saving faxes to the default Fax folder helps you quickly locate them later, but you can always organize them in any other folder within the patient’s drive to match your workflow.

Archive a Fax

1. From the Documents screen, select the fax you want to archive.

2. Click the Archive document button.

   

3. Check the success message, "Document archived successfully."

Locate the Archived Fax

To locate archived faxes, use the filters on the page.

1. From the Documents screen, click the filter icon.
2. Select the Show archived documents toggle.
3. Click Save.

Removing a Patient Assigned to a Fax

You can remove the assignment if you have assigned a patient to a Fax by mistake. To move the fax to the correct patient directly, click the pencil icon (Edit details) and choose them instead. A file saved from a General fax moves to that patient’s Fax folder.

1. From the Documents screen, select the fax and click the Remove patient icon in the Details panel.

2. Select Confirm.

3. Verify the success message.

Removing the patient permanently deletes every copy of this fax from that patient’s files, whichever folder it’s in, including an annotated copy. The fax itself stays on the Documents screen.

If the fax was saved as a diagnostic result, it goes back to the General type. The result is deleted from the patient chart too when your practice created it from this fax alone. A result that arrived electronically from the lab, or that also holds other documents, is kept and only loses this fax. A result already marked as reviewed has to be returned to pending first (Return to pending).

The fax is then ready to be assigned to the correct patient and saved to their files.