How to Send Faxes from Grounded Scribe — No Fax Machine Needed

What You Can Fax

You can fax any document you have generated in Grounded Scribe:

• Clinical documents — GP letters, referral letters, progress reports, discharge summaries, and other correspondence generated via the Documents feature
• Any PDF — upload and fax any PDF document you need to send

Each of these can be faxed with a single click from the document detail page.

How It Works

There are two ways to start a fax:

• From a clinical document — open the document and click the Fax action in its action bar. The document is pre-selected for you.
• From Communication → Fax — open the Fax tab under Communication, then attach a PDF or select an existing clinical document to send.

Sending a Fax

1. Open Communication → Fax, or click the Fax action on a clinical document
2. Enter the recipient's fax number in Australian landline format — e.g. 02 9123 4567
3. Attach the PDF you want to send, or select an existing clinical document
4. Optionally toggle on a cover page — this adds a branded first page with your practice name, the recipient's details, and a confidentiality notice
5. Click Preview to see the credit cost — 1 credit per 3 pages, rounded up (a cover page adds one page)
6. Click Send Fax

The fax is queued immediately. You will receive a notification when it is delivered or if it fails.

Fax Credits

Fax usage is measured in credits. 1 credit covers up to 3 pages of your document. For example:

If you add a cover page, it counts as an additional page.

Credits are a shared pool used for both SMS and fax — you top them up from your billing settings and they never expire.

Which Plans Can Fax

Fax is available on any paid plan:

• Any paid AI Scribe plan (including educator, student, and enterprise) — faxes send using your purchased credits. There is no included monthly fax allowance; you draw from your shared SMS/fax credit balance.
• Any paid AI Receptionist plan — includes a monthly fax allowance on top of the ability to purchase more credits:

If an AI Receptionist plan exceeds its monthly allowance, additional faxes use credits from the purchased credit balance at the standard rate (1 credit per 3 pages). Unused monthly fax credits do not roll over.

Free plans cannot send fax — upgrade to any paid plan to unlock it.

Tracking Your Faxes

Navigate to Fax History in the Practice menu to see all your sent faxes. Each entry shows:

• Recipient number
• Document name
• Number of pages and credits used
• Status (queued, processing, delivered, or failed)
• Date and time sent

You can also see your monthly fax usage and remaining credits in the usage card on the same page.

Retrying Failed Faxes

If a fax fails (busy line, no answer, number error), you can retry it from the Fax History page. Click the retry button on any failed fax to re-send it. Note that retries use additional credits — fax delivery is charged per attempt.

Supported Numbers

You can send faxes to Australian landline numbers with area codes:

• 02 — NSW and ACT
• 03 — Victoria and Tasmania
• 07 — Queensland
• 08 — Western Australia, South Australia, and Northern Territory

Not supported:

• Mobile numbers (04xx) — these cannot receive faxes
• Premium and shared-cost numbers (1300, 1800, 13)
• International numbers

Cover Pages

When you enable the cover page option, Grounded Scribe generates a professional first page that includes:

• Your practice name and contact details
• Recipient name and fax number
• Date and time
• Number of pages (including the cover)
• A confidentiality notice

This is useful when faxing to hospitals or large clinics where incoming faxes are sorted by recipient.

Common Use Cases

Referral Letters to Specialists

Generate a referral letter from a client's session data, then fax it directly to the specialist's rooms. Many specialist practices still prefer fax for referrals because it integrates with their existing intake workflows.

Reports to GPs

After an assessment or treatment review, generate a progress report or discharge summary and fax it to the referring GP. This is especially common for allied health practitioners reporting back under Better Access or NDIS plans.

Pathology and Hospital Communication

When you need to send clinical information to a hospital department or pathology lab that only accepts fax, you can do it without leaving your desk.

Privacy and Security

All faxes are sent via a secure Australian fax service. The document is transmitted directly from Australian infrastructure — your clinical data does not travel through overseas systems. Fax transmissions are logged in the platform's audit trail for compliance purposes.

Faxed documents are subject to the same privacy protections as any other clinical correspondence. Ensure you have appropriate consent before sending client health information via fax, consistent with your obligations under the Australian Privacy Principles.

Getting Started

Built-in fax is available on any paid plan. If you are on any paid AI Scribe or AI Receptionist plan, you are ready to go — open Communication → Fax or click the Fax action on any clinical document.

• On a paid AI Scribe plan, faxes send using your purchased credits (top up any time from billing settings).
• On a paid AI Receptionist plan, you also get a monthly fax allowance (Plus 5, Core 10, Pro 20, Max 40 credits).
• On a Free plan, fax is not available — upgrade to any paid plan to unlock it.

Quick Start Checklist

1. Confirm you are on any paid plan (fax is not available on Free)
2. Open Communication → Fax, or click the Fax action on a clinical document
3. Enter the recipient's Australian landline fax number (02/03/07/08)
4. Attach or select the PDF, and optionally add a branded cover page
5. Click Preview to see the credit cost, then Send
6. Track delivery in Fax History — retry any failed fax (each attempt is charged)

For questions about fax credits, billing, or troubleshooting failed faxes, contact our support team.

---

*Fax is available on any paid AI Scribe or AI Receptionist plan; Free plans cannot send fax. Faxing uses credits (1 credit per 3 pages). AI Receptionist plans include a monthly fax allowance that does not roll over; other paid plans send using purchased credits. Delivery depends on the recipient's fax line being available and operational. This feature supports Australian landline numbers only.*