Faxing Health Forms

Faxing Health Forms

Faxing Health Forms

Faxing remains a common, secure way to exchange information with medical providers. HealthForms.io supports faxing in both directions:

  • Send a form to a provider — staff fax a participant's form out from the Manager portal.
  • Receive a signed form by fax — a participant downloads a fax cover sheet so their doctor can fax the signed form directly back into HealthForms.io.

Send a completed form to a medical provider (staff)

Use this when your organization needs to fax a participant's health form to a doctor's office or medical center.

  1. Open the participant list — go to the session and find the participant whose form you need to fax.

  2. View the participant — either click View from the participant's action menu, or right-click the participant's name and choose View.

    Open the participant

  3. Select the form you want to fax and click Fax Selected.

    Fax selected

  4. Enter the recipient's name and fax number, then click Send Fax. HealthForms.io sends the fax immediately.

    Send fax

In an emergency, staff can fax a participant's current forms to a medical center the same way, so providers have the latest health and emergency-contact information.

Receive a signed form by fax (fax cover sheet)

Some forms need a doctor's signature. Instead of printing, signing, scanning, and uploading, a participant can let the doctor's office fax the signed form straight to HealthForms.io using a pre-addressed fax cover sheet.

As a participant:

  1. On the Session Forms page, open the three-dot menu (⋮) on the form card and choose Download With Fax Cover Sheet (also available as Download with Fax Coversheet inside the form's doctor-signature step).
  2. Print the downloaded PDF — the cover sheet is already addressed to HealthForms.io and tagged to your form.
  3. Take it to your doctor's office and have them fax the signed form using that cover sheet.
  4. You don't need to upload anything. When HealthForms.io receives the fax, the form is matched to your submission automatically and its status updates.

Keep the cover sheet with the form when handing it to the provider — it's what routes the fax back to the right participant and form.

For the participant-side walkthrough, see Session Forms and the Form Submission Wizard.

Common Issues

The fax didn't go through (staff send). Double-check the fax number (digits only, with area code). If it still fails, the receiving fax line may be busy or offline — try again shortly.

A doctor faxed a signed form but it isn't showing. Faxes are matched using the cover sheet. Make sure the doctor faxed the cover sheet along with the form, and allow a short processing window. If it still doesn't appear, submit a ticket at https://support.healthforms.io.

Q&A

Q: How do I fax a participant's form to their doctor? A: In the Manager portal, open the session, view the participant, select the form, click Fax Selected, enter the recipient name and fax number, and click Send Fax.

Q: How does my doctor fax a signed form back to HealthForms.io? A: Download the form With Fax Cover Sheet from the form card's three-dot menu (or the doctor-signature step), print it, and have the doctor's office fax the signed form using that cover sheet. It's matched to your submission automatically — no upload needed.

See the Glossary of Terms for definitions of terms used in HealthForms.io.