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Reading as faxes arrive·Fax Intelligence

Your faxes arrive already read and sorted.

Referrals, lab results, prescriptions and prior authorizations still come in by fax, and someone on your team reads every page to work out where it goes. AutoCrew reads each fax the moment it lands, works out what it is, flags anything urgent and sends it to the person who handles that kind of fax. Your team reviews and files. Nobody sorts a tray.

Fax inbox · Sample morning
  • 8:02 AM4 pages

    Cardiology referral

    New patient referral. The sending office marked it urgent.

    ReferralUrgentNeeds review

    Sent to Referral coordinators

  • 8:15 AM2 pages

    Lipid panel results

    Results from an outside lab, with the ordering provider named.

    Lab resultNeeds review

    Sent to Nursing team

  • 8:31 AM1 page

    Refill authorization request

    A pharmacy asking to renew a prescription.

    PrescriptionReviewed

    Sent to Medical assistants

  • 9:04 AM6 pages

    Prior authorization approval

    An insurer's approval, sorted into a fax type the practice created.

    Prior authorizationNeeds review

    Sent to Billing

  • 9:40 AMNo pages

    Transmission failed

    The fax broke off before it reached us. The sender may not know.

    Failed

    Flagged to Office manager, to ask for a resend

Illustrative sample. Fax types, urgency and review states are the ones your inbox uses.

The problem

Fax isn't going away. The manual sorting can.

Referring offices, labs, pharmacies and insurers send what they send, and most of it still comes by fax. The cost isn't the fax line. It's the staff time spent reading pages to decide what each one is, and the faxes that wait while nobody gets to them.

The tray

Someone reads every page to sort it

Before anyone can act on a fax, a person has to open it and work out what it is and who it belongs to. That happens dozens of times a day, usually at the front desk.

The wrong desk

Faxes sit with the wrong person

With a shared inbox or a shared printer, a lab result waits behind referrals, and a prior authorization sits at the front desk until someone walks it to billing.

The one that mattered

Urgent faxes look like every other fax

A STAT referral or a critical result arrives in the same pile as routine paperwork. It gets seen when someone reaches it, not when it arrives.

How it works

From the fax line to the right desk, without anyone sorting

  1. 01 · The sender

    A fax arrives

    Senders fax your number as they always have. It arrives as a secure digital document, so there's no machine to check and nothing to scan.

  2. 02 · AutoCrew

    It's read

    AutoCrew reads the whole document, writes a plain-language summary, pulls out the key details and notices if it's marked urgent.

  3. 03 · AutoCrew

    It's sorted and sent

    The fax is matched to one of your fax types, and the people who handle that type get an email straight away.

  4. 04 · Your team

    A person reviews and files

    They open the fax with the summary and details beside the original pages, act on it, and mark it reviewed or filed.

A person stays in control. AutoCrew does the reading and the sorting. Your team makes every decision about what happens next, and nothing is written into a patient chart automatically.

The cost of the tray

How much time goes into sorting your faxes?

Count only the reading, sorting and routing: picking a fax up, working out what it is and getting it to the right person. That's the work AutoCrew takes over. The review and the follow-up stay with your team.

Your fax line
40faxes

Every fax that lands on your line, wanted or not.

4min

Finding it, reading enough to know what it is, and getting it to the right person.

$28

Wage plus benefits for whoever sorts the faxes today.

250days

Days your office is open and receiving faxes.

Sorting time
Staff hours a year spent sorting faxes
667
Cost of that time
$18,667
Full working weeks
17

An estimate from your own numbers, not a promise. It's the sorting time AutoCrew takes off your team, so they can spend it on the faxes that need a decision.

What it does

Every feature, and what it does for your practice

On the left is what Fax Intelligence does. On the right is what that means for your team.

  • Automatic reading

    Every fax read the moment it arrives

    Each fax gets a plain-language summary, with the key details pulled out and shown beside the original pages.

    The business value

    Your team knows what a fax says before they open page one, so handling it takes seconds instead of minutes.

  • Your fax types

    Sorted the way your office already works

    Start with Referral, Lab result, Prescription, Document and Unclassified, then add your own, such as prior authorizations or records requests. Describe each type in plain words. A change applies from the next fax.

    The business value

    The system fits your workflow. You don't reorganize your team around the software, and you don't need us to make a change.

    Up to 15 active fax types, so sorting stays accurate.

  • Routing

    Straight to the person who handles it

    Choose who handles each fax type. They're emailed when one arrives. You can also alert shared mailboxes, such as records@ or care@.

    The business value

    A lab result reaches the nursing team as soon as it's read, not when someone gets through the pile.

  • Urgent flag

    Urgent faxes stand out

    When the document itself says it's urgent, such as STAT, a critical result or an urgent referral, the fax is flagged in the inbox and in the alert email.

    The business value

    The fax that matters most is seen first, instead of waiting behind routine paperwork.

  • Fax review accounts

    Each person sees only their faxes

    Give staff a fax-only account. They see the fax types assigned to them and nothing else in AutoCrew: no settings, no reports and no other documents.

    The business value

    Less noise for every reviewer, and patient documents are opened only by the people whose job needs them.

  • Review tracking

    Needs review, reviewed, filed

    Every fax shows where it stands. Filter the inbox by fax type or review state, from a desktop or a phone.

    The business value

    You can see at a glance what's still outstanding, and nothing slips because everyone assumed someone else had it.

  • Failed faxes

    Failed transmissions don't vanish

    When a fax breaks off before it reaches us, a failed record appears in the inbox and the people on Unclassified are told.

    The business value

    You can ask the sender to resend the same day, instead of finding out a week later that a referral never arrived.

  • No hardware

    Keep your fax number. Lose the machine.

    Faxes come to a dedicated AutoCrew fax number. Your existing published number can be moved over, so senders change nothing.

    The business value

    No machine, toner or paper to look after, and no change for the offices that fax you.

Routing

You describe the fax type. AutoCrew does the sorting.

Each fax type has a short description of what belongs in it and a list of who handles it. Pick a type to see how it's set up and what its handlers receive.

Referral

When it applies
Referrals from other providers asking us to see a new patient, including referral forms and cover letters.
Who handles it
  • Referral coordinator
  • Practice manager
What they see
The summary, the key details and the original pages, with the urgent flag if the sending office marked it.
New fax needs reviewTo each handler, sent separately

A new Referral fax (4 pages) has arrived and is marked urgent.

UrgentOpen in AutoCrew

No patient details in the email. Just the type, the page count, the urgent flag and a secure link. The document opens only after sign-in.

Privacy and control

Patient documents treated like patient documents

Faxes carry some of the most sensitive information a practice handles. Fax Intelligence is designed so fewer people see them, not more.

  • Encrypted and private

    Fax documents and everything read from them are encrypted at rest and kept in private storage. They open only through short-lived secure links.

  • Need-to-know access

    People see only the fax types assigned to them. Each organization sees only its own faxes.

  • Clean alert emails

    Alerts carry the type, page count and a link. No names, no summaries, nothing from the document.

  • Access is recorded

    Every invitation, removal and change to who handles what is written to an access log.

  • Verified senders

    Each incoming fax is checked as coming from the real fax network before it's accepted, which blocks spoofed or tampered messages.

  • Automatic clean-up

    Fax copies are removed automatically after 90 days, so documents don't pile up in one more place once they're filed in your own records.

AutoCrew is built to be HIPAA-aware. Formal HIPAA compliance and SOC 2 certification are on our roadmap.

Who it's for

Built for offices where the fax line never stops

Health practices and clinics

Your front desk handles check-in, phones, billing questions and the fax tray at the same time. Fax Intelligence takes the tray off their hands.

  • Primary care
  • Specialty clinics
  • Behavioral health
  • Physio & rehab
  • Multi-site groups
  • Referrals reach the coordinator as soon as they're read, with urgent ones flagged.
  • Lab results go to clinical staff, not the front desk.
  • Prior authorizations go to billing without anyone walking paper across the office.
  • Multi-site groups get one inbox sorted by type, with each team seeing only its share.

Any office that still runs on fax

Fax types are yours to define, so the same reading and routing works for any document-heavy office.

  • Home health
  • Pharmacies
  • Law offices
  • Insurance agencies
  • Property managers
  • Describe your own fax types, such as court notices, claims or signed agreements.
  • Send each type to the person who owns it, plus a shared mailbox if you like.
  • Know what's still outstanding without walking to the machine.
Going live

Set up in four steps

We switch on Fax Intelligence and set up your fax number. You decide how faxes are sorted and who gets them.

  1. Step 01

    Get your fax number

    Take a new AutoCrew fax number, or move your existing one over so senders change nothing.

  2. Step 02

    Set your fax types

    Keep the built-in types that fit and add your own, each with a plain description.

  3. Step 03

    Invite your team

    Give each person a fax review account and choose the types they handle.

  4. Step 04

    Send a test fax

    Watch it get read, sorted and delivered. Then point your senders at the line.

FAQ

What practices ask before they switch it on

Straight answers on hardware, routing, privacy and what Fax Intelligence doesn't do yet.

Full FAQContact

Stop sorting faxes.Start acting on them.

In a short demo we'll send a fax to a live line and show it being read, sorted and delivered to the right person. Then we'll set up your fax types with you.

Book a demoContact salesSpeak to Sarah

(Autocrew's digital employee) · +1 (313) 504-5880 · Mon–Fri 9am–6pm EST

Speak to Sarah(Autocrew's digital employee)